Scheduled PII Redaction basically lets enterprises automatically anonymize sensitive customer data from surveys after a set time, without impacting reporting or analytics.

It makes sure responses can’t be traced back to individuals by permanently removing identifiers and breaking links across Profile, Response, and Transaction objects, while still keeping the overall insights intact.

Prerequisites

You are required to have Scheduled PII Redaction permissions at the App Level within the CFM App.

Business Use Cases

• Automated Privacy at Scale: For organizations handling large volumes of customer data, retaining PII over the long term can pose significant compliance and reputational risks. Manual cleanup is often slow and inconsistent across teams.

  With Scheduled PII Redaction, organizations can define policies to automatically anonymize sensitive fields, such as names, email addresses, and phone numbers—after a specified period. The process runs in the background, requiring no manual intervention.

  This ensures privacy policies are enforced at scale, compliance risks are minimized, and the organization remains audit-ready, all while maintaining consistent and streamlined processes.

• Insights Without Risk: With Scheduled PII Redaction, organizations can retain long-term trends and insights without worrying about storing sensitive customer data. Dashboards, reports, and AI-driven analytics remain fully accessible even after PII is removed.

  This approach ensures that you keep the full value of your data for analysis while completely eliminating privacy risks.

Scheduled PII Redaction automatically removes sensitive data after a set period, so your organization stays compliant without any extra effort. With a single global policy, you can manage redaction consistently across teams, programs, and markets, cutting down on manual work. Meanwhile, reporting and analytics keep running smoothly, letting you retain all the insights you need while keeping privacy risks under control.

Setting Up Scheduled PII Redaction

1. Navigate to Customer Feedback Management App and then go to Global Settings in the left pane.

   

2. Go to the Data & Privacy section and click PII Redaction.

   

3. Go to the Automate PII Redaction page, will open with a trigger to set up a new policy, if a policy is already created you will be able to see the below:

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   1. Configure: Provides the capability to configure or alter the policy.

   2. Enable PII Redaction: Switch this on or off to enable or disable the configured policy.

   3. Activity: Provides visibility into alterations made to the policy's settings.

      

   4. View Responses: This feature allows you to view the Survey Name, Program Name, the number of affected responses, and the owner of the impacted surveys. You can also utilize the 'Survey Owner' filter to specifically display the impacted surveys that you own.

      

4. A single global redaction policy for the Response Entity can be established using the following configuration:

   1. Target Fields: Select PII fields to redact from:

      1. Response Fields

      2. Transaction Fields (copied to responses)

      3. Profile Fields (copied to responses)

         This ensures all instances of sensitive data are covered, even if stored redundantly.

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   2. Redaction Conditions: Define when redaction should trigger:

      1. Relative Condition: Response Received Date → Greater than → Value (Numeric) → Unit.

      2. Absolute Condition: Response Received Date → Custom Date Range → Select Date Range.

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   3. Save & Activate: Click on Save to save the configuration of PII Redaction.

   4. Redaction Execution & Impact: Redaction runs automatically every 24 hours and is applied across response fields, as well as copied transaction and profile fields. Redacted values are replaced with: “-”.

Manage Scheduled PII Redaction

1. Activity Log: The activity log meticulously records every action associated with PII Redaction rights, including their creation, modification, deletion, activation, and deactivation. It also registers the specific fields that were altered during policy adjustments, detailing who made the changes, when these modifications occurred, and the precise updates applied at the field level.

   Authorized users can access all audit entries through the Activity Log. The system comprehensively records all backend failures, including policy-level errors and issues encountered during redaction jobs. It is engineered to ensure that any problems or errors within the logging process do not disrupt policy management or the execution of redaction tasks. Furthermore, all errors that occur during the creation or activation of policies are also logged.

   This mirrors the way policy-level activity is presented in other Sprinklr policy logs.

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2. Affected responses: The Affected Responses view shows the responses impacted by the Scheduled PII Redaction Policy. As a user with Scheduled PII Redaction permissions, you can view all responses affected by a Scheduled PII Redaction Policy, including the total count and detailed records. This helps you validate the redaction results and identify any discrepancies after the scheduler runs. Below, you will find the steps for accessing.

   1. On the Policy Overview page, select Affected Responses and click View responses.

      The policy page displays “Affected Responses” and “Affected Surveys”

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      The drill in view displays: the total number of responses impacted. The Affected Surveys record manager displays:

      

      1. Survey Name

      2. Program Name

      3. # of responses impacted

      4. Survey Owner

         This view helps you understand the scope and impact of the policy.

You can refresh the Affected Survey Page and you can Sort and Filter the columns.

Best Practices

FAQs