Consent Language Manager

Feature Snapshot

Summary:
The Consent Language Manager is a centralized tool that gathers and manages all variations of consent language captured from TrustedForm certificates so they can be categorized as used when performing the Approved Language Check.

Key Benefits:

• Centralizes display of all detected consent language variations from TrustedForm certificates
• Provides an intuitive interface to review, add, edit, and delete consent language entries

Typical Use Cases:

• Reviewing newly detected consent language from incoming lead certificates
• Manually adding verified consent language provided by vendors or legal teams

How the Consent Language Manager works

The Consent Language Manager is automatically populated with consent language variations detected by TrustedForm Retain and Verify when leads are processed. It segregates the consent language records into three distinct sections:

• Unreviewed Consent Language:
Entries newly captured from TrustedForm certificates appear here. Since this section has a limit (typically 1,000 entries), regular review is critical.

• Approved Consent Language:
After review, any consent language that meets legal and compliance standards should be approved and stored here. Approved entries include descriptive labels and notes to aid in future audits and automatically validate incoming leads.

• Rejected Consent Language:
Variations that do not satisfy your compliance requirements are rejected. Rejection helps clear out your unreviewed section and indicate that the review process has occurred.

This centralized management makes it easier to verify that leads have been presented with the proper consent text and supports downstream processes such as verification via TrustedForm Verify.

Step‑by‑Step Instructions

1. Log In and Navigate:
   Sign in to your TrustedForm account and go to the Consent Language Manager page.
   Expected Result: The interface shows three tabs: Unreviewed, Approved, and Rejected.

2. Review Unreviewed Consent Language Entries:
   In the Unreviewed tab, inspect newly detected consent language variants. Sort by first/last seen timestamps or occurrence count to prioritize your efforts.
   Expected Result: You can clearly identify which variations have appeared recently and need evaluation.

3. Approve or Reject Variations:
   For each unreviewed entry, assess if it meets your compliance criteria:

   • To Approve: Click the approval action, assign a descriptive name (e.g., vendor name, site, date), and add relevant notes.
   • To Reject: Click the reject option if the language does not satisfy your standards.
     Expected Result: The entry moves into the Approved or Rejected tab accordingly.

4. Manually Add Approved Consent Language:
   If you already have confirmed consent text from your legal or vendor team, click the “Add Approved Language” button.

   • Enter the approved text in the designated field and include any placeholders (e.g., {{phone}}, {{email}}) if necessary.
   • Provide a descriptive label and any optional notes for context.
     Expected Result: The new entry appears immediately under the Approved tab.

5. Edit or Delete Existing Entries:
   To update or remove a consent language entry:

   • Edit: Click on an entry in the Approved or Rejected tab, modify its text, descriptive name, or notes, and save changes.
   • Delete: For outdated or duplicate entries, use the Actions menu (three-dot icon) and select “Delete.” Confirm deletion when prompted.
     Expected Result: The entry is updated or permanently removed from its respective section.

Validation & Monitoring (optional)

• Test the Setup:
  Submit a test lead (or certificate) containing consent language and verify that the entry appears in the Unreviewed tab.

• Where to Monitor?:
  Regularly review the Consent Language Manager within your TrustedForm account to track new, approved, and rejected entries and ensure they are categorized accurately.

Best Practices

• Regular Review:
  Frequently inspect the Unreviewed tab to avoid exceeding the entry limit and to promptly evaluate new consent language variations.

• Descriptive Notations:
  When approving an entry, use clear labels and detailed notes to document why it meets compliance standards. This aids in future audits and internal reviews.

• Utilize Wildcards and Placeholders:
  For dynamic content such as phone numbers or email addresses, use placeholders (e.g., {{phone}}, {{email}}) to normalize the text and reduce duplicate entries.

Troubleshooting

Frequently Asked Questions (FAQ)

Q: What is the purpose of the Consent Language Manager?
A: It consolidates and streamlines the review and management of consent language variations detected from TrustedForm certificates, ensuring that only approved language is used for lead verification and compliance purposes.

Q: How are consent language variations captured?
A: TrustedForm Certify detects consent language which are logged in your consent language manager when Retain or Verify are used.

Q: How do I use the Consent Language Manager?
A: Log into your TrustedForm account, navigate to the Consent Language Manager, review new entries from the Unreviewed tab, then approve, reject, or manually add entries as required.

Q: How do I perform CRUD operations on consent language variations?
A:

• Create: Manually add new approved consent language using the “Add Approved Language” feature.
• Read: View entries in the Unreviewed, Approved, and Rejected tabs.
• Update: Edit existing entries by selecting them and saving any modifications.
• Delete: Remove entries from the Approved or Rejected tabs using the Actions menu (after they have been processed from Unreviewed).

Glossary

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