Document consent

Consent Management v2 provides a web-based interface where you manage consent documents, versions, and localizations, and query consent events. It is integrated into the OneWelcome Identity Platform console.

Document management

On the OneWelcome Identity Platform console, the Consent Management section includes the Document Consent page. The Document Consent page lists all the documents for your tenant in a paginated table.

The table includes the following columns:

Column	Description
Document Definition	The document name (for example, Privacy Policy)
Identifier	A unique identifier for the document
Document Type	The document type (for example, PRIVACY_POLICY, TERMS_OF_SERVICE)
Description	An optional description of the document
Default Locale	The locale to use when there is no document for the user's language. Format: xx_XX or xx-XX
Mandatory	Indicates whether user consent is required to access the service
Last Updated	The date and time when the document was last modified

You can sort the table by any column and use the pagination controls to navigate between pages.

Document actions

In the Document Consent table, each document row has a menu of possible actions:

Action	Description
Edit	Edit the document definition. You can update the name, description, default language, and mandatory settings.
Manage Versions	Create and manage document versions.
Delete	Permanently delete the document definition. Deletion is allowed only when the document has no versions or all versions have the DRAFT status.

Document details

A consent document (for example, Privacy Policy) is the anchor for all versions and consent records.

The document details include the document type, whether it is mandatory, and the default language. The document type classifies the document. The following standard types are available:

• PRIVACY_POLICY: Privacy policy document
• TERMS_OF_SERVICE: Terms of service or terms and conditions
• COOKIE_POLICY : Cookie usage policy
• MARKETING_PERMISSION: Consent to receive marketing communications
• CUSTOM: A custom type that you define for other document types

Create a document

1. On the Document Consent page, select Create New Document Definition.

   

2. On the Create Document Definition page, enter the following information:

   • Document type: Select the type: Privacy Policy, Terms of Service, Cookie Policy, Marketing Permission, or Custom.

     • Custom Key: When you select the Custom document type, enter a key in the UPPER_SNAKE_CASE format (for example, EMPLOYEE_HANDBOOK).

   • Name: The document name must be unique (1–100 characters).

   • Description: (Optional) The description can include up to 1,000 characters.

   • Default Locale: Select the default locale from the tenant's configured languages.

   • Enforce as Mandatory: Toggle on if users must consent to the document before they can access the service.

3. Select Save.

The Document Consent list now includes the new document.

View document details

To open the document details page, select a document name in the list.

The details page shows the document definition properties (name, type, mandatory flag, default language). It also includes a section for document versions, with their status, version number, version name, and lifecycle dates.

Edit a document

You can modify the Name, Description, Default Locale, and Enforce as Mandatory settings. The Document type and Custom type key are not editable after you create and save a document.

Changing the default locale is allowed only if all ACTIVE and SCHEDULED versions already have a localization in the new language.

1. In the Consent Document table, select the menu for the document that you want to edit, and select Edit.

   

2. On the Edit Document Definition page, update the document details.

   

Delete a document

Deleting is allowed only if the document has no versions or if all versions have the DRAFT status.

1. In the Consent Document table, select the menu for the document that you want to edit, and select Delete.

Version management

On the document details page, the versions table lists all versions of the document.

For each document version, the table includes the following information:

Column	Description
Version Name	A friendly name for the document version
Identifier	A unique identifier for the document version
Version	The sequential version number (blank for DRAFT versions that are not yet scheduled)
Status	The computed lifecycle status: DRAFT, SCHEDULED, ACTIVE, SUNSET, or ARCHIVED
Effective date	The date when the version became active
Sunset date	The date when the version stops accepting new consents (if set)
Archive date	The date when the version is archived (if set)

DRAFT versions with no version number appear at the top of the table.

Version actions

Each version row includes a menu that lists the possible actions:

Action	Description
Edit	Opens the version details page where you can update the version name, lifecycle dates, and localizations.
Clone	Create a new DRAFT version as a copy of this version, with all localizations copied and lifecycle dates cleared.
Delete	Deletes the version. Only available for DRAFT versions. SCHEDULED versions must be unscheduled first. ACTIVE, SUNSET, and ARCHIVED versions cannot be deleted.

Create a document version

1. On the document details page, select Add New Version.

   

2. In the Version Metadata section, enter a Version name that is unique within the document.

3. (Optional) Add a localization.

4. Select Save.

The version is created in DRAFT status with no version number.

Schedule activation for a version

You can schedule the effective and archive dates for a document version. On the effective date, the version status changes to ACTIVE and replaces the version that is currently active, which is then archived.

When you save the schedule, the document version transitions to the SCHEDULED status and the system assigns a version number.

1. In the Versions table, select the version name.

2. On the versions details page, in the Lifecycle management section, select Edit Schedule.

   

3. On the Schedule Version dialog box, select the Effective date and time.

4. Select the Archive date and time.

   If the archive date is later than the sunset date, users can continue to access the system until the archive date.

   The Enforcement type is automatically determined by the relationship between effective and archive dates

5. Select Save Schedule.

Configure a grace period

You can provide existing users with a transition period when a new version replaces an existing one.

1. In the Versions table, select the previous version (the version being replaced).

2. On the versions details page, in the Lifecycle management section, select Edit Schedule.

3. Set the Sunset date to the date when you want the previous version to stop accepting new consents (typically equal to the new version's effective date).

4. Set the Archive date to the end of the grace period.

   After the grace period, users who have not consented to the new version are blocked.

5. Save the changes.

The previous version enters SUNSET status on the sunset date, and ARCHIVED status on the archive date.

Clone a version

You can create a new version based on an existing version. The clone is created as a DRAFT with all localizations copied and lifecycle dates cleared.

1. In the Versions table, select the menu for the version that you want to copy.

   

2. In the menu, select Clone.

   

3. (Optional) Enter a new version name.

   The default name is {original name} (Copy).

4. Select Clone.

Delete a version

Only DRAFT versions can be deleted. SCHEDULED versions must be unscheduled before you can delete them.

• On the version details page or in the version actions menu, select Delete.

Localization management

On the version details page, a table lists all localizations for the document version.

Each row includes the following information:

Column	Description
Localization	The localized document title
Identifier	A unique identifier for the localized document.
Locale	The locale code (for example, en_US)
Lineage	Indicates whether the localization is NEW_CONTENT or DERIVED

Add a localization

You can add localizations when creating a version, or at any time while the version has the DRAFT, SCHEDULED, or ACTIVE status.

1. On the version details page, in the Localizations section, select Add Localization.

   

2. Select the Locale from the list.

   The list includes only supported locales. A version can have at most one localization per language.

3. Select the Lineage:

   • New content: The document text is new or has changed. Enter the External URL pointing to the externally hosted document.

     

   • Derived: The document text is legally equivalent to another localization. Select the Source Version from the available list of ACTIVE, SUNSET, or ARCHIVED versions. Select the Source locale for the selected version. The external URL is automatically inherited.

     

4. Enter the Title for the document in this language (1–100 characters).

5. Select Add Localization.

Edit a localization

You can update the Title and External URL. The Locale and Lineage fields cannot be changed after creation. Localizations on SUNSET or ARCHIVED versions are read-only and cannot be edited.

• On the localization details page or using the edit action in the localization list, edit the localization information.

Legal versus non-legal changes on ACTIVE versions

When you edit a localization on an ACTIVE version, you must classify the type of change:

• Non-legal change (typo, format, translation fix): The change does not alter the legal meaning of the document (for example, fixing a typo, correcting a URL redirect, or reformatting). The change is saved and existing users are not required to re-consent.

• Legal change (meaning changed): The change alters the legal content in a way that requires users to re-consent (for example, adding new obligations or changing the scope of data use). When you select this option, you are redirected to the Create Version page to create a new version with the updated content. The existing ACTIVE version remains unchanged.

Delete a localization

You can delete a localization. Deletion is blocked if:

• It is the last remaining localization for the version.
• It is the localization for the document's default language and no other localization covers the same language.

Consent events

The consent ledger view provides a queryable, read-only list of all consent events for your tenant.

Search and filter events

The ledger view supports the following filters:

Filter	Description
User ID	Filter records for a specific user.
Document	Filter by document definition name or type.
Consent status	Filter by GRANTED.
Date range	Filter by the date the consent was recorded (start and end date).
Language	Filter by locale code.
Mandatory	Show only mandatory or only optional document consents.
Search	Free-text search across document name, version name, and title

You can combine filters. Results are paginated with 50 records per page, by default.

Ledger table columns

The ledger table displays the following information per record:

Column	Description
User ID	The user who performed the consent action
Document	The document name
Version	The version number and name
Language	The locale of the consented localization
Status	GRANTED
Date	The timestamp of the consent action
Title	The document title at the time of consent

Export event records

Select Export to download the current filtered result set as a CSV file. The export includes all fields available in the ledger record, including the denormalized document metadata captured at consent time.