Requests, Tasks and the Portal
Track requests on the Dashboard, work the Request Queue and Request Details, complete tasks, message the data subject, and understand what the requester sees in the portal.
Every submission through an intake form becomes a subject request, and each request type on it runs its own workflow with stages, tasks and a due date. This page covers the Dashboard, the Request Queue, Request Details, Tasks, messaging, statuses, and the data subject portal.
Dashboard
Open DSAR > Dashboard. Click Date Range to limit everything to a period, and use the Brand selector to show one brand.
| Card | Meaning |
|---|---|
| Total Requests | Requests received in the period. |
| Fulfilled Requests | Requests marked fulfilled. |
| Active Requests | Requests still in progress. |
| Overdue Requests | Requests whose due date has passed. |
| Abandoned Requests | Requests the data subject never verified. |
| Avg. days to close | Average time from submission to fulfilment. |
Charts: Active Requests by Type, Request Velocity, Total Requests by Type, Request by Status, Request by Owner, Request by Brand, and Request by Due Status.
Request Queue
Open DSAR > Request Queue. Each row is one submission with Request Id, Alert, Status, Requestor, Creation Date, Due Date, Brand, Tags, and Actions. A request with no name or email shows as Anonymous. A column preferences control hides or shows columns.
Pick a search scope (All Fields, Request ID, or Requestor Email) and type in the Search with box. Click Filters to narrow the list by Select Date Range, Request Type, Alert, Status, Brand, Process, Subprocess, Country, State, and Tags. Active filters appear as chips; Clear all removes them.
Alert reads Due soon when fewer than 5 days remain and Overdue once the due date arrives. Alerts are hidden on closed, rejected and abandoned requests.
Expand a row to see one line per request type: Workflow Id, Workflow, Alert, Status (a Duplicate chip when the type was marked as such), Stage, Request Name, Owner, Due Date, Completion Date, and Actions. The action menu on a request type offers Extend Deadline, Export as Excel, and Export as CSV.
On the row, the eye icon opens Request Details and the menu offers Mark Canceled, which confirms and then moves the request to Rejected.
Export
Click Export, choose Excel or CSV under Select File format, then tick Export All or select rows and tick Export Selected. The file contains Request Id, Alert, Status, Requestor, Creation Date, Due Date, and Brand. Turn on Enable Request Type level to get one row per request type with Request Type Id, Workflow Name, Request Types, Owner, and Stage added.
Request Details
The header shows Request ID and the requester's email. A status button opens Mark Active, Mark Fulfilled, and Mark Canceled. It is not shown while a request is Verification Pending or Abandoned.
- Mark Fulfilled is enabled only when every stage of every workflow on the request is completed or skipped. It moves the request to Closed.
- Mark Canceled moves the request to Rejected and is disabled once it is rejected or abandoned.
- Mark Active is shown but disabled.
Details card
Requester's Information is masked by default; click the eye icon to reveal it, or Show more for a drawer with Full Name, Email, Phone Number, Country, State, Request Type, and the other intake fields. Subject Request shows Email Verification (Required or Not Required), Intake Form, Brand, Affidavit Verification (Not Required, Verification Pending, or Verified), Language Preferences, and Tags. The workflow owner and admins see an Add tag box; remove a tag by closing its chip.
Request type tabs
One tab per request type. Each shows Workflow, Due Date, Owner, Workflow Version, and Last Updated At (click Show more), then three tabs.
Workflow: the stage list with an Advance button, enabled once every task in the current stage is completed or cancelled. Below, Tasks Status shows progress, a filter toggles Disabled Tasks and Status, and the table lists Name, Assignee (count), Status (Assigned, Completed, or Cancelled), Alert, Completion Date, Due Date, and Actions. Click the eye to see all responses, Assign to open Assign Task and pick members, or the pencil (Request Changes) to reopen a completed task; the last is for the task owner only. Expand a task for Assignee Name, Status, Last Updated, and per-assignee actions for the task owner: send a Task Reminder with a Message, or cancel the assignment after Confirm Cancellation.
Messages: the conversation with the data subject. See Communicating with the data subject.
Data: File attachments lists the files uploaded in task responses, grouped by stage, with Size and an action to rename the file (File Name). Tick the files to release, optionally pick Use Response Template and Use Language, write a message, and click Send selection to consumer. The requester receives an email and the files appear in their portal. Export History records each release with Exporter, Date, and File; expand it to see File name and Uploaded by and download the files.
Extend Deadline
From the request type's action menu (or the Tasks queue for a task), Extend Deadline asks How many days do you want to extend the due date for the request? Enter Due in Days, choose calendar or business days, give a reason, and click Send. Only the owner or an admin can extend, and each request type or task can be extended once; afterwards the option disappears.
Duplicates
When a request arrives from an email that already has an In Progress request for the same request type in your tenant, the new request type is flagged and a View Duplicates button appears. Review Duplicate Requests lists the related requests; select one to compare details, enter the Target ID to link to, add a comment, and click Mark Duplicate. The request type moves to Duplicate, its Workflow and Data tabs are hidden, and the queue shows a Duplicate chip.
Tasks
Open DSAR > Tasks for every task across requests. Columns: Task Id, Request Id, task name, Alert, Status (Pending, Completed, or Cancelled), Request Type, Assignee, Workflow, Current Stage, Creation Date, Due Date, and Last Updated. Search by Task Id, Request Id, Workflow Instance, or Stage; filter by Select Date Range, Request Type, Status (Completed, Cancelled), and Alert. The row menu offers View and, for the owner, Extend Deadline.
Completing a task
The task page shows Requester's information and the response area. Depending on the workflow's task definition, the response is free text, a single choice, a multiple choice, or a date. Notes and Attachments appear when the task allows them and are marked required when the workflow says so. Drop files on Click or drag files to upload.
Edits save automatically about a second after you stop typing; Save now forces it. Submit Response is available to the assignee only and is enabled once the response, any required notes, and any required attachments are present. After submission the task shows Submitted with the submitter and date. Anyone other than the assignee sees the task read-only.
Task owners see Send Reminder and, on a submitted task, Request Changes, which opens Request Change with a Message and reopens the task. Assignee Responses lists every assignee as Submitted, Draft, Awaiting Answer, or Cancelled.
Communicating with the data subject
The Messages tab shows the thread with your messages on the right. Type in the editor, attach one file with the paperclip, and send. Pick Use Response Template and Choose Language to insert a template; only templates linked to the request's brand are offered. Manage templates under DSAR > Response Templates (Name, Brands, Languages, Response). Turn on Portal user file upload to let the requester attach files in the portal.
Each message emails the other side: the data subject gets a link to the portal, the workflow owner a notification. Opening the tab marks the requester's messages as read.
Request statuses
| Status | How a request gets there |
|---|---|
| Verification Pending | The intake form requires email or affidavit verification and it is not done yet. |
| In Progress | Verification completed, or none was required. Workflows start here. |
| Abandoned | Verification was not completed within the intake form's verification timeout. |
| Closed | Mark Fulfilled was used. |
| Rejected | Mark Canceled was used. |
| Duplicate | A request type was marked duplicate. Applies to that request type only. |
The data subject portal
Confirmation email
On submission the requester receives an email with a link to the portal. If verification is required, they complete it first; the portal only admits verified requests.
Sign in
The requester enters Email address and Request ID and clicks Send Access Code. A one time code arrives by email and is valid for 5 minutes. They enter it under Enter the One Time Access Code in your email and click Sign In.
Requests
The REQUESTS list shows each request type with its submission date. The header shows Request ID and Submitted.
Data
Files you released from the Data tab appear with Name, Size, and Posted On, each downloadable. Download All bundles everything into one ZIP file. Until you release something it reads No Files.
Messages
The requester reads your messages, replies, and attaches a file when you have enabled Portal user file upload. You are emailed on each reply.
The portal does not display the request status. Use Messages to tell the requester where things stand.
Retention
Open Settings > Tenant to see the Data Retention Policy card. DSAR Records shows the retention period in years for your tenant; the default is 7 years. The value is managed by Neostra; contact support@neostra.io to request a change.
Due dates come from the workflow. Agree them with your DPO or counsel so they match the rules that apply to you, such as one month under GDPR Article 12.