Managing protected fields

PROTECTED fields (regulated fields) are fields that contain information that may be used to identify the person. Due to regulations of different countries, such information must be protected, and in some situations stored in the origin country.

For each Salesforce object, you can define the PROTECTED fields that store the personal identifiable information (PII) or any sensitive information users choose to localize. Such fields will be processed by the package according to the configured data store policy.

Managing PROTECTED fields

The package lets you manage PROTECTED fields as follows:

• Add PII fields for each Salesforce object

• Delete the no longer needed PROTECTED fields for each Salesforce object

On the menu, select Settings. The page with the app settings loads, as follows:

Here you need to select the Salesforce object which PROTECTED fields will be added for.

Adding PROTECTED fields

1. Select the Salesforce object which PROTECTED fields you want to add.

   

2. Click Add Field. The Add PII Fields form opens.

   

3. In the Select Field box, start entering the field name. Select the field from the prompted matches.

4. In the Hash Function box, select the hash function which will be applied to the value of the field. Ensure that the applied hash function is valid for data contained within the field, otherwise the hashed data pattern will be incorrect for storing in Salesforce. You can use the fixed hash function to apply your own custom value to hashed fields.

5. In the Lookup relationship box, enter the lookup relationship for the current field. In Salesforce this corresponds to the Lookup Relationship Name.

6. In the Reference field box, enter the field name which value the current field will reference.

7. In the Reference order box, specify the order in which fields are referenced. Use the comma to separate different fields from each other.

8. In the Lookup api name box, enter the field name of the Salesforce object for making calls to Salesforce API. In Salesforce this corresponds to the LookupObjectApiName.

9. In the Key box, select the key if available to make the field searchable in Salesforce. You can have up to ten searchable PROTECTED and regular fields per one Salesforce object. This setting defines the field value searchability against the object and key.

10. Check the Need to hash box to enable the hashing for the PROTECTED field. By default, it it enabled automatically when you select the hash function.

11. Check the Is Compound box to indicate that the field is comprised of multiple fields.

12. Check the Is Country field box to indicate that the field contains information about the country.

13. When complete, click Add.

The newly added PROTECTED field will appear on the list with other PROTECTED fields that are attributed to the currently selected Salesforce object. These fields will be processed by the package and shown according to the configured data regulation policy.

Selecting hash functions for PROTECTED fields inline

You can select or change hash functions for PROTECTED fields inline when viewing the list of such fields for a specific Salesforce object.

1. On the list with PROTECTED fields, locate the field for which you want to change the hash function.

2. Hover over the field with the hash function.

   

3. Click the Edit icon.

   

4. Select the appropriate hash function.

The selected hash function will be applied to the current PROTECTED field.

Mapping fields to hash functions

If you use the redaction data regulation policy, you need to apply the correct hash functions to fields. Please check the mappings of hash functions to fields in the following table:

Internal Salesforce field	UI field	Hash function	Conditions	Notes
ANYTYPE	N/A			This function is on our roadmap and is not available yet.
BASE64	N/A	uniqueHash	If the field length is greater than or equal to 50 characters.	Supporting the backward compatibility.
BASE64	N/A	sha256	If the field length is greater than or equal to 64 characters.	Supporting the backward compatibility.
BOOLEAN	Checkbox/0	defaultBoolean
CALCULATED	N/A			This function is on our roadmap and is not available yet.
COMBOBOX	N/A	defaultText
CURRENCY	Currency	defaultNumber		A new function is to be implemented.
DATACATEGORYREFERENCE	N/A			This function is on our roadmap and is not available yet.
DATE	Date	defaultDate
DATETIME	DateTime	defaultDateTime
DOUBLE	Number	defaultNumber		A new function is to be implemented.
EMAIL	Email/80	uniqueEmailHash		Use the uniqueEmailHash as the main function for the Email field. It generates the unique hash every time for this field.
EMAIL	Email/80	sha256EmailHash		Use the sha256EmailHash function to generate the same hash for the same values of this field.
ENCRYPTEDSTRING	Text (Encrypted)/175			This function is on our roadmap and is not available yet.
HIERARCHY	N/A			This function is on our roadmap and is not available yet.
ID	N/A			This function is on our roadmap and is not available yet.
INTEGER	N/A	defaultNumber
LOCATION	Geolocation	defaultNumber		A new function is to be implemented.
LONG	N/A			This function is on our roadmap and is not available yet.
LOOKUP	N/A			This function is on our roadmap and is not available yet.
MULTIPICKLIST	Picklist (Multi-Select)/4099			This function is on our roadmap and is not available yet.
PERCENT	Percent	defaultNumber		A new function is to be implemented.
PHONE	Phone/40	defaultText		A new function is to be implemented.
PICKLIST	Picklist/255	sha256		A new function is to be implemented.Use the sha256 function if the pick list field is not restricted and it can take more than 64 characters. Otherwise use the defaultText function.
PICKLIST	Picklist/255	defaultText		A new function is to be implemented.
REFERENCE	Lookup Relationship/18			This function is on our roadmap and is not available yet.
REFERENCE	External Lookup Relationship			This function is on our roadmap and is not available yet.
STRING	AutoNumber/30	uniqueHash	If the field length is greater than or equal to 50 characters.	Preparing the backward compatibility.Use the uniqueHash function to generate a unique hash value for this field every time. Otherwise use the defaultText function.
STRING	Text/255	sha256	If the field length is greater than or equal to 64 characters,	Use the sha256 function if the field can take more than 64 characters.
STRING		defaultText	If the field length is less than 30 characters,
TEXTAREA	Text Area (Long)/32768	uniqueHash	If the field length is greater than or equal to 50 characters.
TEXTAREA	TextArea/255	sha256	If the field length is greater than or equal to 64 characters,
TEXTAREA	Text Area (Rich)/32768	defaultText
TIME	Time			A new function is to be implemented.
URL	URL/255	sha256
URL	URL/255	defaultText
Specifics of the compound Address field
STRING	City/40	uniqueHash or defaultText
PICKLIST	Accuracy/40	defaultText		Use the sha256 if the picklist field is not restricted and its length is greater than 64 characters. Otherwise use defaultText.
PICKLIST	Country/80	sha256 or defaultText		Use the sha256 if the picklist field is not restricted and its length is greater than 64 characters. Otherwise use defaultText.
PICKLIST	CountryCode	sha256 or defaultText		Use the sha256 if the picklist field is not restricted and its length is greater than 64 characters. Otherwise use defaultText.
DOUBLE	Latitude/18.15			A new function is to be implemented.
DOUBLE	Longitude/18.15			A new function is to be implemented.
STRING	PostalCode/20	uniqueHash or defaultText
STRING	State/80	uniqueHash or sha256 or defaultText
PICKLIST	StateCode	sha256 or defaultText		Use the sha256 if the picklist field is not restricted and its length is greater than 64 characters. Otherwise use defaultText.
TEXTAREA	Street/255	uniqueHash or sha256 or defaultText

Using the fixed hash function

You can use the fixed hash function to apply custom values that you need instead of using the built-in hash functions returning random strings.

This function supports the following fields types:

1. STRING

2. TEXTAREA

3. PICKLIST

4. MULTIPICKLIST

5. COMBOBOX

6. TIME

7. DATE

8. DATETIME

9. BOOLEAN

10. PERCENT

11. INTEGER

12. LONG

13. DOUBLE

14. CURRENCY

15. PHONE

16. EMAIL

17. URL

The length of the values that the fixed hash function can apply depends on the field type.

Linking child objects to parent objects

To correctly support the links between child and parent objects, you need to set up the additional attribution for each child Salesforce object.

1. Select the child Salesforce object.

2. Click Add field.

3. In the Add PII Fields form, define the following configuration:

   1. Select Field - select the field which is used to link a child object to the parent object (for example, for the Contact object this is 'AccountId').
   2. Hash Function - select 'Nothing'.
   3. Reference order - enter '0'.
   4. Lookup api name - enter the name of the parent object.
   5. Key - select the key which will provide searchability of the field.

4. When complete, click Add.

Deleting PROTECTED fields

You can delete the not needed PROTECTED fieds from the data store policy for a specific Salesforce object. Such fields will be no longer protected by the package when showing their values in the interface of Salesforce.

1. Select the Salesforce object which PROTECTED fields you want to delete.

2. On the list with PROTECTED fields, locate the one you want to delete.

   

3. Click the box with the down arrow and then select Delete.

If you want to delete all the fields from the current configuration of the selected Salesforce object, click Delete All Fields.