Data Mask & Seed Policies Tab

Policies Page

Use the Policies tab to create, view, edit, and delete masking policies for your production org, your sandboxes or both. Having created a policy in your sandbox, you can then run a masking job using that policy to mask sandbox object data.

Important Each time that you either create or refresh a sandbox, Data Mask & Seed automatically copies all policies from your production org into the newly created/refreshed sandbox. Your existing sandbox policies are overwritten by the production org policies that Data Mask & Seed copies.

When you select the Policies tab, the UI opens the Policies page that displays the All Policies view. This view lists all existing masking policies associated with your sandbox or production org. When no masking policies are currently defined for the sandbox/production org, the page displays empty. For each listed policy, the UI presents the following columns of information, as available, from left to right:

• Name - you can click the name to open the policy page. The displayed policy is in view-only mode.
• Run on Refresh - this column displays in production org policies only. For details, see the Run on Refresh description in The Ribbon section below
• Description - an optional description about the policy, provided by the user
• Last Run Date - date of the most recently run masking job using the policy
• Last Modified Date - date of the most recent policy modification
• Last Modified By - username who most recently modified the policy
• Schedule - scheduled frequency of masking jobs using the policy: Once, Daily, Weekly, Monthly, or Not Scheduled
• The far right column of each listed policy presents a down-arrow. Clicking it displays the following menu of task options:
  • Run - opens the Run Masking Job dialog. Run a masking job using the policy named in the dialog
  • Edit - opens the policy page. The displayed policy is in edit mode and you can modify its content
  • Clone - creates a copy of the current policy and opens that copy in Edit mode. The cloned policy is named [current policy name] (1). Any subsequent clones are numbered sequentially: [current policy name] (2), [current policy name] (3), and so on. You can modify the cloned policy's content.
  • Delete - opens the Delete policy dialog. You can delete the policy mentioned in the dialog

In the All Policies view, click on a policy name to open the policy page. In the page, click the Edit button to transition the policy into Edit mode and you can modify its content. In the Policies page, you also create new masking policies. See Create a Masking Policy.

Each policy specifies the objects that you want to mask and, more precisely, how you want to mask the field data contained in the object records of your sandbox. After creating a policy that addresses your masking use case needs, you can then run a masking job using that policy to mask your sandbox’s object data.

Policy Page Layout

The policy page is composed of several different functional areas that you use when defining and updating policies.

The Ribbon

Across the top of the policy page is the page’s ribbon that provides the following policy info and UI utilities:

• Breadcrumbs: Displays your current UI location - Policies > Policy Name. Clicking on the Policies link returns you to the Policies page.
• Policy Name: Name of the displayed policy
• Locale: Policy’s designated locale, for example, Czech, Japanese, or US English
• Run on Refresh: Identifies whether or not the policy is designated to run in a masking job whenever a sandbox in the org is either created or refreshed. In your production org, you enable a policy’s Run on Refresh feature. At any given time, you can enable Run on Refresh in only one policy.
  

  Important If Run on Refresh is enabled for a policy in both the Data Mask managed package and the new Data Mask & Seed app, only the Data Mask & Seed policy runs on refreshed sandboxes.
• Schedule: Identifies whether or not the policy is scheduled to run in masking jobs. If so, the field displays the schedule’s run frequency, start date, and start time.
• Edit/Save: This button toggles between Edit and Save. Clicking Edit transitions the policy from view-only into Edit mode and you can modify its content. Clicking Save saves any applied policy updates and transitions the policy back into view-only mode.
• Schedule: Only available when sandbox policy is in view-only mode. This button opens the Schedule Policy dialog. You can define a masking job schedule for the sandbox policy. Schedule how often the masking policy will run (once, daily, weekly, or monthly), its start date, and start time. In a production org, you can’t run masking jobs. Therefore, the Schedule button is disabled for use in production org policies.
• Run Now: Only available when sandbox policy is in view-only mode. This button opens the Run Masking Job dialog displaying the Policy Name and Policy Description fields. Clicking Run starts a masking job using the policy to mask your sandbox. In a production org, you can’t run masking jobs. Therefore, the Run Now button is disabled for use in production org policies.
• Down-arrow: This button opens a menu containing the following options:
  • Edit policy settings - only available when policy is in Edit mode. Select to open the Edit Policy dialog. You can update the Policy Name and Policy Description fields. For a policy in a production org, you can also update (enable/disable) the Run on Refresh toggle.
  • Delete policy - select to open the Delete policy? dialog. You can delete the policy mentioned in the dialog

Objects Panel

Located on the left side of the policy page, the UI provides the Objects panel. The panel lists in alphabetical order all the objects currently included in the policy. Click the panel’s + Add button to select additional objects for inclusion in the policy. When there are many objects to display, you can scroll through the list of objects. Select an object in the panel to display that object’s detail in the UI’s central area.

Central Area

In the central area of the policy page, the UI displays all the fields of the object currently selected in the Objects panel and the masking-related details about each of those fields. Per field, these details are:

• Fields column: Identifies the field name and field type. For example, the field AnnualRevenue has the field type Currency or the field BillingLongitude has the field type Geolocation - Longitude
• Categories column: Identifies the classification category of the info in that field. For example, HIPAA, GDPR, or None (info not classified).
• Mask Unique column: Relevant to object fields configured for masking (their Mask With value is not set to Skip). When checkbox is selected, instructs to always mask the field with a unique value for each object record
• Mask With column: Specifies the masking method to be applied to the field, such as Clear, City, Random Characters, Pattern, Postal Code, Skip, custom library name

Search Tools

Across the top of the central area, use any of the following search tools either by themselves or in combination:

• Quick Find: Enter text. Searches the object for field names that match the provided text. The search is case-insensitive and matches partial field names. UI displays matching fields.
• Display by Field Type: Select a field type from the drop-down menu. UI displays object fields matching the selected type.
• Display by Mask Status: Select a mask status from the drop-down menu. UI displays object fields matching the selected mask status.

Action Buttons

At the top far right of the central area, the UI makes the following buttons available when the policy is in Edit mode. Button actions are relevant for the object currently displayed in the central area:

• Remove Object: Clicking this button removes the object from the policy.
• Add Filters: Clicking this button opens the Filter Records dialog. Use this dialog to define an object filter, which is composed of filter logic and one or more filter conditions. During a masking job, the filter is applied to the object in order to select only those object records that match the filter. After you add one condition to the filter, the button label changes from Add Filters to Edit Filters. Clicking this button opens the Filter Records dialog and you can edit the object’s filter. For details about adding/editing an object filter, refer to the article Filter Object Records.
  • When the policy is in view-only mode and the object has a filter currently defined for it, the UI makes available the View Filters button in place of the Add/Edit Filter button. Clicking the View Filters button opens the Filter Records dialog in view-only mode.

Important Remember to always select Save to save your policy updates. Unsaved changes are lost when you navigate away from the policy page.