Intake Forms and Request Types

An intake form is the public page where a data subject submits a request. You build it once in Neostra, publish it, and place it on your website. Every submission lands in Request Queue and starts the workflow that the form's rules select.

Both pages live under Privacy Rights Manager: Request Types and Intake Forms.

Request Types

A request type is one thing a person can ask for, such as access or erasure. Forms offer request types to the data subject, rules route on them, and the portal shows their translated names.

Open Request Types. The table lists Identifier and Display Name, with a search box. Click Add New and fill in the Add a New Request Type drawer:

The pencil action opens Update Request Type, which shows Display Name Translations with one field per language enabled for your account under Settings. Every language needs a value before you can save.

Create an intake form

Open Intake Forms. The table lists Title, Brand, Regulation, Tags, Form Description, and Last Updated, with Preview and Customize actions. Export downloads a form as a JSON file and Import loads one.

Click Add New and fill in Add New Form:

Click Add. The builder opens.

The builder

The left menu has Edit Home and Form Configuration, then Rules under Automation, Published Versions under Verification, and Embed Script under Integration. The top bar shows Save Changes and Publish.

Edit Home repeats the details: Web Form Title, Brand, Regulation, Tags, and Form Description.

Form Configuration shows the form as the data subject sees it, with these settings in the left menu:

Form Color

Primary Color and Secondary Color, each with a colour picker. The primary colour is used for the submit button.

Header

Switch between Heading Text and Logo. Enter a Heading, or use Select logo and Upload. Set Heading Color, Background Color, and Height (in px). Enter 0 to hide the header.

Language Settings

Turn on Enable Language Settings to show a language picker on the public form. Tick each language to offer and use the radio button to mark the default. The list comes from the languages enabled for your account. Adding a language creates empty translation slots for every label, option, and text on the form.

Description

The rich text shown above the fields, with one tab per enabled language.

Form Translation

Appears once more than one language is enabled. Pick a language in the left menu to see the English text of every field label and option beside its translation. Empty translations are highlighted when you try to publish.

Form Fields

Every form starts with a Request Type field that cannot be deleted and is always required. Click Add Field to add more, use the arrows to reorder, and the pencil to edit:

• Label: the text the data subject sees.
• Required: on by default for new fields.
• Type: Text, Number, Multi Select, Single Select, First Name, Last Name, Email, Phone, Country, State, or Date. State is offered only after a Country field exists; deleting the Country field also removes State.
• For Single Select and Multi Select: Add Option and one text box per option.
• Option Type for fields with options: Solid Button or Checkbox.

Include an Email field. Its value is the address Neostra writes to for verification and confirmation.

On the Request Type field, Request Type Options picks which request types this form offers. Below it, Request Type(s) Required Email Verification has one checkbox per selected type. See Verification below.

Display Settings

Each field can carry visibility rules. Under Display Settings, click Add Display Setting:

• Setting Name.
• All or Any of one or more conditions. Each condition names a Field to Compare (any field with options, including Request Type, Country, and State) and All or Any of one or more comparisons: Is or Is Not a chosen option. Add Comparison and Add Condition extend the rule.
• Action: Show field, or Show field with options, where you tick which of the field's own options to show.

A field with display settings is hidden until one of its settings matches. Fields without settings are always shown.

Footer

Rich text under the form, one tab per language.

Form Page Texts

Four rich texts, each per language: Thank You, Affidavit Verification, Verification Success, and Verification Failure. They are shown on the pages the data subject reaches after submitting and after following the verification link.

Attachments

Turn on Enable Attachment to add a file drop zone to the form. Under Select Files you can upload reference documents, listed on the public form with a download link. Description is the text shown above the drop zone, per language. Accepted formats include office documents, PDF, images, text, CSV, JSON, XML, ZIP, and email files.

Captcha Settings

A switch. When on, the data subject must complete a captcha challenge before Submit.

Affidavit Settings

Turn on Enable Affidavit and write the affidavit text per language. The public page renders it as "I, ________, " followed by your text, so write the text as the rest of that sentence.

Verification Timeout

Verification Timeout and Timeout Unit (Minutes or Hours). Default 30 minutes; the minimum is 30 minutes or 0.5 hours. The verification link expires after this time.

Verification

Two checks can apply to a submission:

• Email verification is set per request type on the Request Type field. It applies if any selected type requires it.
• Affidavit is set per form under Affidavit Settings and applies to every submission.

If neither applies, the request is created as In Progress and a confirmation email goes to the data subject.

If either applies, the request enters Request Queue as Verification Pending and the data subject receives an email with a Verify Email button and the expiry time. Opening the link confirms the address. If an affidavit is required, the page then shows the Affidavit Verification text, asks the person to Enter your full name, and takes a signature drawn on a signature pad or typed as Name Initials. After Submit, the Verification Success text and request ID appear, the request becomes In Progress, and the person receives a confirmation email plus a copy of the signed affidavit. An expired link marks the request Abandoned.

Rules

Rules decides what happens to each request. When a request is created and verified, Neostra evaluates the rules once for each request type the person selected, top to bottom, and uses the first match. Default Rule cannot be deleted and applies when nothing else matches.

Click Add Rule and expand it:

• Rule Name, up to 50 characters.
• If All or Any of the below condition(s) will match: each condition is a field with options (Request Type, Single Select, Multi Select, Country, State), Is or Is Not, and a value. Add Condition adds more.
• Then the following action will be triggered: Workflow (required), Brand, then Process and Sub Process once a brand is chosen, Owner (required, with Assign to me), Due in Days, and calendar days or business days. Business days skip Saturday and Sunday.

New rules are added at the top of the list. The workflow selected here is what runs the request; see Workflows.

Save Changes and Publish

Save Changes stores the draft. Data subjects keep seeing the last published version.

Publish first checks that every enabled language has translations for the description, labels and options, page texts, footer, attachment description, and affidavit text, and highlights anything missing. Then it asks to confirm: "All changes to the form will be saved and published." Click Continue. Publishing saves the draft, creates a timestamped version, and makes it the live public form.

Published Versions

Lists each publish with its Published Date and a Preview button that opens that version exactly as it was published.

Embed Script

Available after the first publish; before that it reads "You have to publish the intake-form first." Copy the iframe snippet and place it in your site:

<iframe src="https://<your-neostra-host>/public/dsar/<tenant-id>/<form-id>"></iframe>

The same URL works as a direct link. Add ?hideHeader=true to drop the header, hideLanguagesDropdown=true to hide the language picker, or preSelectedLanguage=<code> to open the form in a given language.

Preview

Preview on the Intake Forms list and on a published version renders the form for you to check. Files you select in a preview are not uploaded.

From submission to Request Queue

After Submit, the data subject sees "Subject request submitted successfully." with a Request ID and a Make New Request button. The request appears in Request Queue with the selected request types, the answers, and any attachments. Once verified, the matching rule's workflow starts with its owner and due date, and its tasks appear under Tasks.

Requests can also be created without a form through the Integration API. See Integration API.