Managing Organizations

Your OneTrust account, also known as a tenant, is a unique instance of the OneTrust Platform set up on a respective environment (Cloud or On Premises). Within your OneTrust account, you'll set up an organizational hierarchy. The organizational hierarchy is the structure of organizations within the OneTrust Platform that define user access to business objects such as assessments, inventory records, data subject requests, and more. Multiple organizations can exist within a single account.

Users can only access business objects at their organizational group and below within the organizational hierarchy. Each organizational group has a default approver. The default approver will be automatically assigned as the approver to any assessments associated with the organizational group unless another user is selected.

To add an organization

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > Organizations. The Organizations screen appears.

  3. Click the Create organization button. The Add organization modal appears.

  4. Complete the fields. For more information, see Add Organization Modal Reference.
  5. Click the Save button.
Tip:

You can also add organizations by clicking the Plus button on the parent organization for the new organization you're creating.

Add Organization Modal Reference



Field
Description
Organization name

Enter the name of the organization.

Set as the root organization(Optional)
Important:

The New Root Organization feature is under Public Preview. Please contact OneTrust Support to request early access.

Select this check box only if you want to set the organization that you are creating as the new root organization. By creating a new root organization, you will be automatically added to the organization as a Site Admin and assigned as the default approver.

In addition, certain settings may be migrated while other settings may need to be reconfigured within the new root organization. For more information, see To add a new root organization.

Child of

Select the parent organization for the organization you're creating.

Note:

This field is not available when the Set as the root organization check box is selected.

Default language

Select the default language to be used for all emails sent at the organization level.

Default approver

Select who should be assigned as the default approver for assessments launched from this organization.

Organization ID(Optional)

Enter a unique identification number for the organization that can be used to link to your external systems.

Description(Optional)

Enter a description of the organization.

To edit an organization

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > Organizations. The Organizations screen appears.

  3. Hover over the organizational group you want to edit.
  4. Click the Edit icon. The Edit organization modal appears.

  5. Edit the fields, as necessary.
  6. Click the Save button.

To add a new root organization

Note: The New Root Organization feature is under Public Preview. Please contact OneTrust Support to request early access.

You can add a new root organization under which you can move the existing organizational hierarchy by completing the To add an organization and selecting the Set as the root organization check box on the Add organization modal. Once you've added a new root organization, you will need to sign out and log back in to access the new root organization.

When a new root organization is added, the following changes will take effect:

  • All data associated with each existing organization will continue to remain intact within those organizations.

  • The following configurations within Global Settings that are tied to the existing root organization will be migrated to the new root organization.

    • Organizations - Audit History

    • User Settings

    • User Provisioning

    • Client Credentials & API Keys

    • Two-Step Verification

    • Domains

    • Email Settings

    • Billing & Subscription

    • System Language

    • Company Profile

    • Portal Footer Customization

  • The following organization-specific settings will need to be reconfigured within the new root organization, if utilized.

    • Single Sign-On

    • Application Branding

    • Email Templates and Branding

To change the organizational hierarchy

You can change the order and hierarchy of organizational groups by dragging and dropping them within the hierarchy diagram.

To change the organizational view

You can switch organizations to view the OneTrust Platform from a different organizational context. The menu makes it easy to navigate organizational hierarchies with a nested list layout, while still allowing you to use a flat list view.

Note:

You can enable the List view setting to view a list of all organizations instead of the nested view.



  1. Click the Organization menu in the upper right-hand corner of the Global Header. The Organization menu options appear.


  2. On the Organization menu, select the new organization you would like to view. The screen will automatically refresh with your selection.

To export the organizational structure

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > Organizations. The Organizations screen appears.

  3. Click the Context Menu icon and select Export. A spreadsheet will download with details of the organization structure.

To delete an organization

Note:

Deleting an organization is permanent and cannot be reversed.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > Organizations. The Organizations screen appears.

  3. Hover over the organizational group you want to delete.
  4. Click the Delete icon. The Delete organization modal appears.


  5. In the Action field, select the action to take with existing records and information within the organization you are deleting. The following actions are available:

    • Move all records to the parent organization. When this action is selected, existing records and information within the organization you are deleting will be moved to the parent organization.

    • Move all records to a different specific organization. When this action is selected, the Select organization field appears. Existing records and information within the organization you are deleting will be moved to the organization defined in this field.

  6. In the Select organization field, select the organization to which existing records and information within the organization you are deleting will be moved.
    Note:

    This field only appears when the Move all records to a different specific organization action is selected in the Action field.

  7. Click the Delete button.
    Note:

    Users and their respective role(s) will be moved to the selected organization. If certain user access should not be granted within the selected organization, remove the associated role(s) from the user. However, each user must have at least one assigned role.

To audit organizational history

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > Organizations. The Organizations screen appears.

  3. Select the Audit history tab.
    Note:

    Audit history shows all the changes and modifications made to your organizational hierarchy.