Help Center

Yes, absolutely! You can find it here:

🇩🇰 Danish introductory video
🇬🇧 English introductory video

The frequency of emails from the Data Discovery solution depends on the settings configured by your administrator. Most organisations schedule emails to be sent at a specific interval, such as once a month. If you would like more details, please ask your administrator or manager.

When viewing an individual search result on your employee portal, you can click on the document or email title to open it. We recommend watching this short video that demonstrates how to take action in the employee portal.

If you are unsure, you should ask your manager or the solution administrator.

Once you mark a file for deletion, it will appear in the 'Marked for Deletion' list. The system will also indicate how long it will take before the file is permanently deleted.

Yes, you can simply select 'Undo' on the right-hand side of the 'Marked for Deletion' list.

If you review a file and find that it does not actually contain personal data, you can dismiss it. Dismissing a file means you are telling the system that what was flagged is not relevant - for example, because the detection was a false positive.

Please note that you can only dismiss files that appear under 'Pending review'. Files that have been automatically confirmed by the system cannot be dismissed, as the detection has already been validated with a high level of certainty - here, you can only choose to either delete or retain the file.

To dismiss a file, open it from your 'Pending review' list and select 'No' under 'Correct?'. The file will then move to the 'Dismissed matches' list in your employee portal.

No. Dismissing a file is the action. Once you select 'No' under 'Correct?', the action buttons (Mark for deletion, Keep for work, Decide later) will no longer appear, since there is no longer any personal data that requires handling.

No. Once a file is dismissed, you will not be prompted to review it again.

Dismissed files remain in the 'Dismissed matches' list and are not removed automatically. This allows both you and your administrator to see the full history of files you have dismissed.

- A file that requires action has been automatically confirmed, meaning the system is highly certain that it contains the type of personal data indicated. You only need to take action - either delete or retain the file.
- A file that requires review has not been automatically confirmed - you must verify whether the file contains the personal data type indicated. If confirmed, you must then decide on the appropriate action.

There are a few possible reasons why certain files may not appear in your list:

1. The type of data is not covered by the solution
Our solution detects specific types of personal data. If you're expecting a particular type of GDPR-related data, but it is not appearing, please check What types of personal data can the solution detect? in this FAQ.

2. The file does not (yet) violate the configured policies
Your administrator sets policies that determine which files are flagged. If the data in the file does not currently breach any of these policies, it will not appear in your list.

3. The certainty level is too low
The solution applies certainty thresholds to classification. If the detected data falls below the certainty level configured by your administrator, it will not be displayed.

4. The data is test data or invalid
If you used test data or entered invalid information (e.g., a fictitious CPR number like 112233-1122), it may not pass our validation checks and will not appear in the results.

When you delete a result through Data Discovery, what is deleted depends on where the personal data is located:
‍
Personal data in an attachment
- If the personal data is only found in an attachment, the attachment itself will be deleted.
- The e-mail will remain, but without the deleted attachment.

Personal data in the e-mail itself
- If the personal data is located in the body of the e-mail, the entire e-mail will be deleted, including all attachments.
- This is because attachments cannot exist independently of the e-mail they are tied to.

You can invite a new admin user under the 'Admin Users' menu. Note that employees should not be invited to the platform unless they are involved in managing the solution. Employees gain access to the employee portal via the email campaign sent from the platform.

When Data Discovery is first set up for your organisation, we run an initial full scan that covers all files across your Microsoft 365 environment. After that, scans run once every 24 hours to pick up new and changed files.

The dashboard provides an overview of your organisation’s status:

- The top diagram displays your organisation’s progress, which can be filtered by file status, department, or data source.
- The bottom diagram shows how much data has been found and requires action. You can, for example, view the top 5 employees who might need additional guidance or see search results categorised by departments, GDPR data types, or data sources.
- Filters can be applied in the top right corner.

Please note that the graphs differentiate between the number of files and the number of data occurrences, where the latter is usually a higher count.

Exchange & OneDrive
When files are mapped to a new user, they no longer appear to the original owner but to the user to whom they are mapped.

This means:
Employee portal: The files will no longer be visible to the original owner but will appear in the list shown to the new owner.
Admin platform: The files will shown related to the new owner. This means they will show up under both ‘Flagged files’ and in the charts, associated with the new owner and the new owner's department, if relevant.

If you choose to delete the mapping, the files will automatically return to the original owner again, both in the charts, Flagged files, and the employee portal.

NB!!! Specific to SharePoint
If you choose to delete a mapping on SharePoint, the files will no longer have an owner and will need to be mapped manually afterwards. This is because, unlike Exchange and OneDrive, no owner is assigned to each location on SharePoint.

Ownership in SharePoint works differently than in Exchange or OneDrive, where there is a clear owner of the location. To assign ownership to a file, we consider the following factors:

- Last modified by – If a user has edited the file, ownership is assigned to them.
- Created by – If no edits are recorded, ownership is assigned to the user who created the file.

If neither of these details is available, the file must be manually assigned to an owner.

A rule applies to everyone for whom the condition is true. For example, a rule that excludes OneDrive folders named exactly 'Private' will cover that folder for every user who has one.

If you want to narrow the scope, you can limit the rule to a specific user.

Yes, you can scope a rule to a specific user. However, a rule can only be scoped to one user at a time, so if you need the same rule to apply to two or more specific people, you will need to create one rule per person with the same logic.

In many cases, there is a cleaner path than scoping by user - for example, narrowing the rule by SharePoint site, file path, or another attribute that naturally covers just the people you have in mind.

If you are unsure how to approach a specific case, please contact us at support@sheltr.eu and we can look at it together.

Yes. Under 'Sender name' in the rules, you can add email addresses for specific senders whose messages should not appear in the results. The emails will be excluded from the views in both the admin platform and the employee portal. A common use case is excluding newsletters or other automated emails.

Yes. Click 'Edit rule' to the right of the rule you want to change, and update the details as needed.

Under the 'Email Campaigns' menu, you can send campaigns to employees. You can choose whether the campaign should be sent as a one-time notification or as a recurring email. Additionally, you can target specific employees, departments, or all employees. You also have the option to add a custom message to the email.

If you have any questions or would like further details on this function, please contact us at support@sheltr.eu.

It depends on the type of campaign:

- A one-time email that has already been sent cannot be edited.
- A one-time email that is scheduled but not yet sent can be edited.
- A recurring campaign can be edited.

So if you need to change a one-time email that has already gone out, you will need to set up a new one. Otherwise, you can open the campaign and make your changes.

Files that have been dismissed by employees can be found on the admin platform by filtering 'Flagged files' on the 'Dismissed' status. Dismissed files are not removed automatically, so the full history remains available for you to review.

Please note that, as an administrator, you cannot review the content of an employee's files; only the employee can do that. If you suspect an employee is dismissing too freely, you may want to bring it to their manager's attention or check with the employee to ensure they correctly understand the purpose of dismissing flagged files.

Not automatically. Employees will not always pick the right option, and the same data in the same context is unlikely to surface again - so a dismissal closes that specific match without affecting future scanning.

That said, if you see false positives that you believe we should learn from, you are welcome to share them with us. We would need to look at the actual documents to understand what is happening and whether it is something we can improve. Please contact us at support@sheltr.eu.

Yes. As an administrator, you have two export options:

- Flagged files can be exported to a CSV file, giving you a sortable overview that you can filter and analyse outside the platform - useful for management reporting or deeper analysis.
- The historical progress graph at the top of the dashboard can also be exported, so you can show the development of your organisation's clean-up effort over time.

- For employees: There are two ways to log in to the employee portal:
‍
- Click the 'Go to your GDPR overview' button in the email you receive from the system.
- Go directly to dd.sheltr.eu/ee/login in your browser.

In both cases, you will be taken to a login screen where you sign in with your Microsoft account.

- For administrators only: Go to dd.sheltr.eu/login and sign in with your Microsoft account.

Yes. You can bookmark dd.sheltr.eu/ee/login in your browser so you have easy access to the portal whenever you need it.

- For employees: Yes. The employee portal now has a full mobile version, so you can review and take action on your files from anywhere - whether you are on a phone, tablet, or computer.
- For administrators: The admin platform is optimised for desktop use, so we recommend accessing it via a browser on a larger screen.

We have seen cases where certain browser plugins (e.g., translation extensions) cause conflicts in the DOM (Document Object Model), preventing the page from loading correctly. Try disabling the plugin for our site or using an incognito window. If the issue persists, please contact our support team.

You are always welcome to reach out to us at Sheltr - we can be contacted at support@sheltr.eu.