Law 25 Incident Register Automation with n8n Forms & Data Table

Automate your Québec Law 25 incident register—from form submission to daily privacy officer reminders

This n8n workflow captures Law 25 confidentiality incidents through n8n Forms, saves and manages them in an n8n Data Table register, and automatically emails the privacy officer every morning with actionable reminders—plus supports manual export to Excel for recordkeeping.

What this workflow does

• Incident capture via protected n8n Form: Staff submit a confidentiality incident with the key details needed for the Law 25 register.
• Validation and tracking logic: The workflow validates dates and counts, generates a unique incident reference, calculates the 5-year retention date, and sets an initial status based on the risk conclusion.
• Register persistence using n8n Data Table: It creates the Data Table register if needed, saves the incident entry, and displays a confirmation page with the reference and next-step guidance (including required notifications when serious injury risk is indicated).
• Ongoing updates via second protected n8n Form: Staff add notice dates, public notice or delay reasons, append mitigation measures, and optionally close the incident.
• Controlled updates and closure rules: The workflow merges updates into the correct Data Table row, and blocks closure when required fields are missing (notably for serious injury risk or unassessed risk scenarios).
• Daily email at 8:00: Every morning, it scans the register and emails the privacy officer a summary of incidents with notices due, incidents unassessed past the configured threshold, and entries past their retention date.
• Manual export to Excel: On manual run, it fetches all register entries and converts them into an Excel (.xlsx) file.

Use cases

• Teams that must maintain a Law 25 confidentiality incident register with consistent data entry and status management.
• Privacy officers who need daily, automated reminders for notice deadlines and retention reviews.
• Organizations requiring periodic export of incident records to Excel for audits and internal reporting.

Technical details

• Nodes used: set, code, form, data table, email send, sticky note
• Core components: protected n8n Forms, n8n Data Table register storage, automated email send at 8:00, and manual Excel (.xlsx) export