GDPR - Unsubscribe by email (Opt Out)

Created by Graeme Orchard, Modified on Tue, 3 Jun at 6:02 PM by Graeme Orchard

From Version 1.00.25.120 or later, there is a new option available that allows the system to scan a nominated mailbox folder looking for emails with a specific subject. It will then look through the email content for email addresses and unsubscribe the relevant candidate(s)/contact(s) from all policies using a specific, pre-determined method.

CONTENTS

TABLE OF CONTENTS

1. System Setup & Parameters
2. How it Works (Opt out by email)
- Options
- Example of an email opt-out
3. Troubleshooting

1. System Setup & Parameters

In order for the Set Opting by Email option to work, the following parameters will need to be set.

PARAMETER	Description
GDPR, Free(1) Unsubscribe email subject	This is the Subject of emails which will be scanned. e.g. Unsubcribe Me
GDPR, Text(14) * Withdrawal Method for Opt out All by Email	This is the METHOD which will be recorded against the policy as the Opt Out Method. The default is EMOT - Email Opt Out

* METHODS are held in code table Data Consent Method [444] - You can check here for what other valid options are available or add new opt-out choices.

2. How it Works (Opt out by email)

To run the option login as the UserID ADM (or other suitably high priority user)

STEP 1:

Go to Maintenance > Tools > Set Optings by Email

Set the email subject that will be searched for (it will default to the value set in the parameters above)

STEP 2:

You must now choose the email folders to be used.

Click the [Scan] button to choose the email folder which will be scanned to look for unsubscribe emails.

Click the [Ignore] button to choose the email folder where incorrect emails will be moved to.

Click the [Proc'd] button to choose the email folder where correctly processed (unsubscribed) emails will be moved.

NOTE: If the locations of these folders are already set when the option is opened, the button will display a small green TICK
to indicate that folders are already set.

STEP 3:

Finally, once all 3 folders have been selected click the [Scan] button at the bottom left to commence the scan.

The system will now scan through the selected folder looking for emails with a matching subject.

If it finds any emails it will look through the content of the email trying to find email addresses. Any email addresses which are found will be compared with those stored in the database and the matching candidate/contact will then be unsubscribed from ALL policies using the method specified in the system setup.

Any emails where the subject matched and the email address was found will be moved to the Processed folder.

Any emails where the subject does not match, or the email address was not found will be moved to the Ignore Folder.

Having clicked [SCAN] the process will run once. After the scan has finished the system will show an on-screen summary showing details of which email addresses have been found/processed and the number of emails moved to each folder.

Options

i) If you wish to change / reselect the email folders, click the [Clear] button at the bottom left.

ii) If you wish to leave the option continuously scanning the mail folders, tick the Continuous [ ] option at the top right of the screen. This will then periodically scan the chosen folder all the while that the session is logged-in.

To stop the continuous scan, click [Cancel] at the bottom right.

Example of an email opt-out

Any candidate/contact who has opted out by emailing in will be opted out of all policies.

This can be seen by clicking the Data protection (padlock) icon and viewing the Data Policies for this person See below.

3. Troubleshooting

If there are any issues or difficulties with the option, then helpful tips will be added here.