2022 DM Expert Activity Guide v2

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OneTrust Certification Program Activity Guide
Prepared For:
OneTrust Certification Program Data Mapping Expert Attendees
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Table of Contents
Table of Contents ..............................................................................................................4
1 Step 1: Confirm Data Elements.......................................................................................................... 5
1.1 Activity: Confirm Data Elements .................................................................................................... 5
2 Step 2: Manage Inventory Attributes ................................................................................................. 6

2.1 Activity: Manage Inventory Attributes ............................................................................................ 6
3 Step 3: Create Assessment Template ................................................................................................ 7

3.1 Activity: Create Assessment Template............................................................................................ 7
4 Step 4: Create Inventory Items .......................................................................................................... 8

4.1 Activity: Bulk Import Inventory ...................................................................................................... 8
5 Step 5: Assign Assessments ............................................................................................................. 10

5.1 Activity: Assign Assessments....................................................................................................... 10
6 Step 6: Monitoring & Reporting ....................................................................................................... 11

6.1 Activity: Reporting – Create Article 30 Report................................................................................ 11
6.2 Demo/Activity: Monitoring – Automation Rules............................................................................. 12
1 Step 1: Confirm Data Elements
1.1 Activity: Confirm Data Elements

1. Go to Setup: Inventory Manager >> Personal Data Configuration
2. Find the Data Element “Last Name”
a. Go to Data Elements tab
b. Find the Data Element “Last Name”
3. Change the Data Element’s Name to “Surname”
a. Click the context menu […] of the Data Element
b. Select Translate Name to change the Name
c. Enter English (U.S.) value as “Surname”
d. Save
2 Step 2: Manage Inventory Attributes
2.1 Activity: Manage Inventory Attributes

1. Go to Setup: Inventory Manager
a. Go to Setup: Inventory Manager
b. View Process Attributes
2. Add a (basic tracking) Process Attribute: “Process Frequency”
• Response Type: Single Select
• Add options of Daily, Weekly, Monthly, Quarterly, Bi-Annually, Annually
a. Click on Add Attribute in top right corner
b. Enter information on Add Attribute window
▪ Name of Key: Process Frequency
▪ Description Key: Process Frequency
▪ Response Type: Single Select
▪ Under Custom, Add New Option for each value:
• Daily
• Weekly
• Monthly
• Quarterly
• Bi-Annually
• Annually
▪ Ensure Basic Tracking (Inventory Level) toggle is enabled
c. Save Attribute
3 Step 3: Create Assessment Template
3.1 Activity: Create Assessment Template

1. Choose “Processing Activity Template” from the Gallery
a. Go to Setup: Templates
b. Click Choose From Gallery in top right corner
c. Search for and preview/select “Processing Activity Template”
d. Click Choose This Template in bottom right corner
2. Follow the naming convention “XX-Processing Activity Template” where XX are your initials
a. Prefix the name with your initials where XX are your initials: “XX-Processing Activity
Template”
b. Click Create Template
3. Add an Attribute question, relate it to the Processing Activity Inventory question, and select the
attribute “Process Frequency”
a. On Processing Details section, click Add Question or expand the section and click Create
a Question
b. Select “Attribute” in Question Type dropdown
c. For the “Which of the following records should this update?”, select the inventory
question 1.1) Processing Activity: Processing Activity
d. For the “Which Attribute” question, select Process Frequency
e. Save
4. Publish Questionnaire
4 Step 4: Create Inventory Items
4.1 Activity: Bulk Import Inventory

1. Export the Assets page (“Export All”)
• Click on bell icon at top of page to access and download the export file
a. Go to the Data Mapping module >> Inventory: Assets
b. Click Export in top right corner
c. Ensure Export All is selected in Export Inventory window and click Export
d. Click the bell icon at top of page
e. Click on the hyperlink for the Inventory Export to download the export file
2. Update 3 Assets in the exported file
• Delete “Status” column – bug to be fixed in future release
a. Keep the 3 Asset records you are updating and delete the rest of the rows in the export
file
b. Make updates to the 3 Asset records in the file
c. Delete entire “Status” column
d. Save file
3. From the Assets page, select “Bulk Update” from the context menu […]
• Alternative: Navigate to Global Settings → Data Import section → Bulk Import or Import
Templates
a. From the Assets page, click on the context menu […] in top right corner >> Bulk Update
OR
b. Go to Global Settings (gear icon in top right corner) >> Data Import section >> Bulk
Import or Import Templates
4. Click “New Import” and import the file
• Import Type: Update Assets
a. Click N ew Import in the top right corner
b. Enter information in New Import window
▪ Import Name: Update Assets_[Current Date]
• Example: “Update Assets_220413”
▪ Import Type: Update Assets
▪ File – Select saved export file with updates
c. Submit
5 Step 5: Assign Assessments
5.1 Activity: Assign Assessments

1. Bulk Assign 3 Processing Activities to your Processing Activity Assessment
a. Go to Inventory: Processing Activities
b. Select 3 records by checking off their boxes
c. Select paper plane icon at top of page to access bulk controls
d. Under Bulk Controls, select “XX-Processing Activity Template” in Template dropdown and
click Apply to All
e. Ensure required fields are populated for every assessment to be sent
▪ Assessment Name
▪ Template
▪ Respondent
f. Create & Send
2. Answer one Assessment, Click “Submit”, and Approve the Assessment
a. Go to Assessments tab and open an assessment that was just sent via Bulk Controls
b. Answer the assessment and click Submit in bottom right corner
c. Open the same assessment and click Finish Review in bottom right corner
d. Select “Approved” as the Result and Confirm
3. See the values populated in the inventory record
a. Open the inventory record on which you completed the assessment – the assessment
name corresponds to the name of the inventory record
b. See the responses from the assessment populated the attribute values and/or related
data elements on the inventory record
6 Step 6: Monitoring & Reporting
6.1 Activity: Reporting – Create Article 30 Report

1. Navigate to “Reports” in the launchpad or in the Data Mapping module
2. Create an Article 30 Full List report
a. Click Create New in top right corner
b. Search for “Article 30 Full List” or select Data Mapping under Data Source
c. Click on Article 30 Full List tile, then Next
d. Enter Report Details
▪ Report Name: GDPR Article 30
e. Create
3. Add Data Element filter
a. Click on the funnel icon in top right corner to add filter
b. Click Add Filter
c. Select “Data Element – Personal Data” in Add Filter field to add a Data Element filter
d. Select a value to filter on for Data Element and Save
e. Click Apply to apply filter to report
6.2 Demo/Activity: Monitoring – Automation Rules
1. Add Rule Group: “New Inventory Records”
a. Go to Setup: Automation Rules
b. Click Add Rule Group in top right corner
c. Enter information for rule group
▪ Rule Group Name: New Inventory Records
▪ Organization: OneTrust
d. Add
2. Create an Automation Rule for Assets:
• Conditions:
▪ If Created Date Attribute is Less Than Or Equal To 5 Days
• Action: Send assessment using the “Asset Required Review” template
a. Click Add Rule
b. Select “Asset” as the Rule Type and Continue
c. Enter Rule Name: “New Asset Record”
d. Enter Conditions
▪ Trigger: Attribute
▪ Select Attribute: Created Date
▪ Operator: Less Than Or Equal To
▪ Number: 5
e. Select Actions: Send Asset Assessment
▪ Disable Copy Previous Assessment toggle
▪ Select “Asset Required Review” in Template Name dropdown
▪ Under Respondent(s) dropdown, select “User Type Attributes” and choose the
option “IT Owner”
f. Save

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Proprietary/InternalPage 1

Training URL: training.onetrust.com

Please refer to your instructor for the password to your environment.

OneTrust Certification Program Data Mapping Expert Attendees

2 Step 2: Manage Inventory Attributes ................................................................................................. 6

3 Step 3: Create Assessment Template ................................................................................................ 7

4 Step 4: Create Inventory Items .......................................................................................................... 8

5 Step 5: Assign Assessments ............................................................................................................. 10

6 Step 6: Monitoring & Reporting ....................................................................................................... 11

6.2 Demo/Activity: Monitoring – Automation Rules............................................................................. 12

1.1 Activity: Confirm Data Elements

2. Find the Data Element “Last Name”

a. Go to Data Elements tab

b. Find the Data Element “Last Name”

3. Change the Data Element’s Name to “Surname”

a. Click the context menu […] of the Data Element

b. Select Translate Name to change the Name

c. Enter English (U.S.) value as “Surname”

2.1 Activity: Manage Inventory Attributes

a. Go to Setup: Inventory Manager

b. View Process Attributes

2. Add a (basic tracking) Process Attribute: “Process Frequency”

• Response Type: Single Select

• Add options of Daily, Weekly, Monthly, Quarterly, Bi-Annually, Annually

a. Click on Add Attribute in top right corner

b. Enter information on Add Attribute window

▪ Name of Key: Process Frequency

▪ Description Key: Process Frequency

▪ Response Type: Single Select

▪ Under Custom, Add New Option for each value:

▪ Ensure Basic Tracking (Inventory Level) toggle is enabled

3.1 Activity: Create Assessment Template

b. Click Choose From Gallery in top right corner

c. Search for and preview/select “Processing Activity Template”

d. Click Choose This Template in bottom right corner

b. Click Create Template

b. Select “Attribute” in Question Type dropdown

d. For the “Which Attribute” question, select Process Frequency

4.1 Activity: Bulk Import Inventory

a. Go to the Data Mapping module >> Inventory: Assets

b. Click Export in top right corner

d. Click the bell icon at top of page

2. Update 3 Assets in the exported file

• Delete “Status” column – bug to be fixed in future release

b. Make updates to the 3 Asset records in the file

c. Delete entire “Status” column

4. Click “New Import” and import the file

• Import Type: Update Assets

a. Click N ew Import in the top right corner

b. Enter information in New Import window

▪ Import Name: Update Assets_[Current Date]

▪ Import Type: Update Assets

▪ File – Select saved export file with updates

5.1 Activity: Assign Assessments

a. Go to Inventory: Processing Activities

b. Select 3 records by checking off their boxes

c. Select paper plane icon at top of page to access bulk controls

e. Ensure required fields are populated for every assessment to be sent

f. Create & Send

2. Answer one Assessment, Click “Submit”, and Approve the Assessment

b. Answer the assessment and click Submit in bottom right corner

d. Select “Approved” as the Result and Confirm

3. See the values populated in the inventory record

6.1 Activity: Reporting – Create Article 30 Report