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RoPA Records

This guide walks through creating a complete RoPA record for a deployed process bundle — from opening the editor to activating the record for public publication.

Prerequisites

  • A process bundle must already exist in the BPMN Modeler with at least one linked form (so the Hydrate from forms button has something to read).
  • The LDE backend must be connected to PostgreSQL — the RoPA feature requires database access.

Step 1 — Open the RoPA Records view

Click the ScrollText icon (🗒) in the left sidebar. If no records exist yet the right panel shows an empty state. Click the + button in the panel header to create a new record.

Step 2 — Fill in the Record tab

Start with the two identifier fields at the top:

  1. Title — a clear, human-readable name for the processing activity, e.g. Tree Felling Permit — material law assessment.
  2. BPMN process ID — copy the exact id attribute from the <bpmn:process> element, e.g. TreeFellingPermitSubProcess. This is the value shown on the process card in the BPMN Modeler.
  3. Process level — select Shell if this record covers the AWB procedural shell, or Subprocess if it covers a product-specific subprocess.

Then complete all GDPR Art. 30 mandatory fields: controller name and contact, purpose, GDPR article, data subjects, recipients, retention period, and security measures.

Click Lookup from knowledge graph next to the Legal basis field. The LDE queries the RONL TriplyDB endpoint and returns a list of eli:LegalResource entries linked to public services. Click the correct entry — both the URI and label fields are populated automatically.

If the service is not yet registered in the knowledge graph, type the label and URI manually.

Step 3 — Hydrate personal data fields

Switch to the Personal Data Fields tab. Click Hydrate from forms.

The LDE reads the BPMN XML for the process ID you entered on the Record tab, extracts all camunda:formRef values, loads those form schemas, and creates one table row per field that has a key property. Fields without a key (headings, text blocks, submit buttons) are skipped automatically.

For each row:

  • Confirm the Label — it is pre-filled from the form schema but can be edited.
  • Set the Category dropdown to the most appropriate data category.
  • Tick Art. 9/10 for any field that collects health data (Art. 9 GDPR) or criminal data (Art. 10 GDPR). The zorgtoeslag form fields statusZorgverzekerd (health insurance status) and gedetineerd (detained) are examples.

Remove any rows that represent routing variables or computed outputs that do not constitute personal data by clicking the × on that row.

Step 4 — Save the record

Click Save in the top bar. The record is persisted to PostgreSQL and appears in the left panel list with a DRAFT badge. The record now has a UUID which is needed for the next step.

Switch to the BPMN Link tab. You will see the BPMN process ID, the record's UUID, and the current value of ronl:ropaRef in the process XML.

Click Write ronl:ropaRef to BPMN. The UUID is injected into the BPMN XML and the status indicator changes to green with a ✓ Linked label.

Tip

You can also link the record from the BPMN Modeler directly — open the process there and use the RoPA Record dropdown panel at the bottom of the process list. Both methods produce the same result.

Step 6 — Activate the record

Switch to the Status tab. The current status is Draft. Click Set Active. Confirm the dialog — "Activating this record will make it publicly visible. Continue?"

Click Save again. The badge in the left panel changes to ACTIVE and the record is now returned by GET /v1/ropa/public and visible on the public site.

Editing an existing record

Click any record in the left panel to open it. Edit the fields as needed and click Save. Changes to personal data fields (adding, removing, reclassifying) take effect immediately after saving.

Note

Changing the BPMN process ID on an existing record does not automatically update the ronl:ropaRef in the old process XML. If you change the process ID, go to the BPMN Link tab and write the link again.

Archiving a record

When a process bundle is retired, switch the record to Archived on the Status tab and save. Archived records are removed from the public site but remain in the database for audit purposes.