Configuring consent prompts

As an administrator, you can establish consent prompts for users logging into your organization. These prompts ensure each user is informed about internal policies they need to consent to before they can use Automation Cloud.

For record-keeping, you have access to detailed logs for each consent interaction. These logs capture the identity of the logged-in user, the login date, whether they accepted or rejected the prompt, and the expiry date of an accepted consent. The expiration of an accepted consent does not disconnect the user, however, they are prompted to confirm their consent again with their next login.

Users who choose to decline are prevented from logging in, but have the option to accept the consent if they reconsider.

Configuring a consent prompt

To configure a consent prompt, follow these steps:

1. Navigate to Admin > User Consent for your organization.

2. Select Create user consent to create a new consent. The Create user consent window is displayed. On the left side you can configure your consent prompt. On the right side, you can see a real-time preview of your consent prompt.

   Note:

   You can only configure one consent prompt per organization.

3. Set a title in the Title field. Provide a short, clear summary of the policy content for which users are to provide their consent.

4. Add the content in the Content field. Here, you should detail the specific policies the user needs to consent to. You can format your messages as needed, and you can incorporate tables using Markdown.

   Note: Copying and pasting a markdown table directly into the Content field does not render as a table but maintains the raw markdown syntax. For correct table rendering, either delete the last character of the copied text after pasting and then add it back, or manually enter the entire table.

5. Enter the text for the radio buttons defined for consenting and declining options

   • On the Radio button - consent field, enter the text for the consenting option. This option allows users to use the platform.

   • On the Radio button - decline field, enter the text for the declining option. This option prevents users from using the platform. Users who choose to decline have the option to agree if they reconsider.

6. Select your preferred Recurrence option:

   • Choose Once to show the consent prompt a single time.

   • Choose Repeat to configure recurring prompts. You can set the frequency intervals to specific days, weeks, months, or years as needed. The expiration of set recurring time does not disconnect the user, however, they are prompted to confirm their consent again with their next login.

7. Select Save to keep your changes.

Editing the existing consent prompt

To edit an existing consent prompt, follow these steps:

1. Navigate to Admin > User Consent for your organization.

2. Click Edit user consent to edit the existing consent. The Edit user consent window is displayed. On the left side you can configure your consent prompt. On the right side, you can see a real-time preview of your consent prompt.

3. Make the necessary edits to your consent prompt. For details about the available options, see Configuring a consent prompt.

4. Select Save to keep your changes. The Content changes window is displayed, where you can choose to keep the existing user records from the initial consent prompt, or to reset the record.

   

5. Select Keep existing user records and only prompt new message to users who have not yet accepted to keep existing user records, or Delete existing user records and re-prompt new message to all users to delete existing user records and require all users to accept the edited consent prompt.

Deleting the existing consent prompt

Deleting a consent prompt erases the consent records, requiring all users to accept any newly created prompts again. To delete a consent prompt, follow these steps:

1. Navigate to Admin > User Consent for your organization. The User consent window is displayed showing an overview of the existing consent prompt.

   

2. Select Delete to delete the existing prompt. The Delete user consent window is displayed.

3. Select Delete to confirm deleting the consent prompt or Cancel to return to the User consent window without deleting the prompt.