Overview
Before users can generate Subject Access Requests, the SAR module must be configured by a System Administrator. This includes creating the required system account, configuring output settings, and enabling optional filtering features.
Create the SARUser account
The SAR module requires a dedicated system account called SARUser.
To configure the account
Open People Management.
Create a new user.
Enter SARUser as the User ID.
Ensure the account is active.
Select Save.
⚠️Important: Without this account, SAR processing cannot be completed.
Configure the SAR output format
The SAR module generates reports in either Word or PDF (Portable Document Format) format.
To configure the format
Open System Constants.
Locate SAROutputFormat.
Select either:
Word
PDF
Select Save.
Configure the output folder
Generated SAR reports are automatically saved to a configured output location.
Ensure the folder:
Exists.
Has sufficient storage capacity.
Is accessible by the SAR Service account.
Configure a branded SAR template
You can configure a baseline document template to apply organisational branding to generated SAR reports.
When configured, reports can include:
Organisation branding
Logos
Custom headers
Custom footers
Enable date range filtering
To allow users to limit SAR data to specific periods, add the following fields to the
SAR assessment form:
Field Name | Purpose |
DFR | Date From Range |
DTR | Date To Range |
📌Note: Both fields must be configured correctly for filtering to function
Enable custom plugin selection
Enabling custom plugin selection allows users to select which data areas are included in a SAR.
Required master field:
CUSTOM_PLUGINS
Add optional plugin fields to the form for each available dataset.
Examples include:
Demographics
Referrals
Appointments
Progress Notes
Assessments
Audit Trail
Client Documents
Care Plans
Best practice recommendations
Use a replicated database for SAR processing.
Run large SAR jobs outside business hours.
Configure organisational branding using a baseline document.
Enable date filtering for large record requests.
Assign the SAR menu only to authorised users.