This video explains how to create a new Record of Processing Activity (RoPA) within a processing area and work through its assessment form.

1. From the left-hand menu, click Data Privacy and Protection, then Records of Processing.
2. Select the Record of Processing Area where you want to create the activity, then click New Process.
3. Enter the title and purpose of your processing activity, then click Save & Add Details.
4. Work through the four steps shown at the top: Processing Overview, Processing Description, Processing Risk and Processing Review.
   • Note: If you have unsaved changes, use the buttons at the bottom of the screen to move forward.
   • The activity title and a reference number starting with RoPA appear at the top; the number is generated automatically and cannot be changed.
5. Record third parties, such as software vendors or suppliers. Link a vendor using the quick actions menu in the Vendor Assessment log; details then appear in both the vendor log and the activity form.
6. Complete the Processing Risk Assessment on Step 3. As a general guide:
   • More than two risks – consider a Data Protection Impact Assessment.
   • More than four risks – start DPIA screening straight away.
   • Processing involving vulnerable groups, such as children – a DPIA is strongly recommended.
   • Tip: Tooltips offer guidance, and high-risk items are flagged automatically.
7. Link a DPIA either by selecting the Processing Activity in DPIA screening, or by clicking Save & Begin DPIA on Step 4.
   • Note: Answers to duplicate questions are synced automatically.
8. Select data subjects with their personal data and special category data; choices appear as pills, and the Answered pill shows how many subjects you've selected.
9. Click + New in the top-right corner to create a Risk, Issue, Lesson or Task; these are logged in the Summary of Activities table on Step 4.

This video shows how to create a new Record of Processing Area (RoP) and start adding processing activities to it, either one by one or from templates.

1. From the left-hand menu, under Data Privacy and Protection, select Records of Processing.
2. Click New Processing Area.
3. Complete the popup fields: Title, Owner, Members and Next Review Date.
   • Note: Title, Owner and Next Review Date are mandatory. The next review date defaults to 12 months from today, but you can change it.
4. Choose how to save: Save & Close, Save & Create Process or Save & Quickstart Your Process.
5. With Save & Create Process, enter the Title and Purpose of the processing activity, then choose:
   • Save & Close – return to the area log.
   • Save & Add Another – keep creating activities.
   • Save & Add Details – go straight into the full form assessment.
6. With Save & Quickstart Your Process, pick from a categorised list of template processing activities: select the relevant processing areas and click Next (each area shows as a tab).
7. Choose the activities you want to start and click Populate.
   • Note: Activities created through Quickstart carry a unique icon, which disappears once you edit and save them.