Launching Assessments for AI Governance

When you create and launch assessments across the OneTrust application, associated objects can be linked to these items. This empowers the platform to link assessments in the context of the AI Governance inventory so these records are accessed in tandem.

To launch an assessment

  1. On the AI Governance menu, select Assessments > Active.

    The Assessments screen appears.

  2. Click the Launch Assessment button.

    The Launch Assessment screen appears.

  3. Click the Select button on the template you want to use to launch the assessment.

    The Enter Assessment Details screen appears.


    Launch assessment screen
    Note:

    Templates must be published in order for them to appear here. For more information creating and publishing templates, see Configuring Templates for AI Governance.

  4. Complete the fields. Click Show More Details to populate additional fields.

    Enter assessment details
    Field
    Description
    Name

    Enter a name for the assessment.

    Organization

    Select the organizational group which is responsible for the assessment.

    Primary Record Type

    Choose the primary record this assessment from the available options.

    Note:

    Click the Launch Without Setting a Primary Record setting to bypass this step. Object Record information will not be pre-populated in the assessment if a primary record is not set. Please be sure of this action before continuing.

    Primary Record

    Depending on your choice in the above field, select from the available records.

    Respondent

    Select the respondent(s) for the assessment or enter the email of a respondent who is not a OneTrust user.

    Respondents can be above or below the assessment's organization.

    Respondents added by their email address can only access the assessment via the link in the email.

    Note:

    Mark if you wish to assign sections for the identified respondents when launching this assessment.

    Approver

    Select the approver(s) for the assessment.

    Approvers must be at and above the assessment's organization.

    Note:

    Mark if you wish to assign approver workflow stages when launching this assessment.

    Description

    Enter a brief description of the assessment.

    Comments

    Enter comments which should be provided to the respondent.

    Deadline

    Select a due date for the assessment.

    Reminder

    Enter the number of days before the deadline which the respondent(s) should be reminded to complete the assessment.

    Tags

    Select the tag(s) that best suit the assessment.

  5. Click the Launch button. The assessment will be launched and the respondent(s) will be notified. The Assessment Details screen will appear.

To launch an assessment from the inventory

  1. On the AI Governance menu, select an inventory menu.
  2. Click on the name of the desired inventory type.

    The Inventory Details screen appears.

  3. Go to the Assessments tab.
  4. Click the Launch Assessment button.

    The Create Assessments screen appears.

  5. Complete the required fields.

    Create assessments screen
    Field
    Description
    Assessment Name

    Provide a unique name for the new assessment.

    Template

    Choose from the available, active assessment templates.

    Note:

    For more information on creating assessment templates, see Configuring Templates for AI Governance.

    Deadline

    Choose a due date for this assessment.

    Reminder

    Choose the number of days before the deadline when the respondents should be reminded about the assessment.

    Approver

    Choose one or more approvers from the available users.

    Respondent

    Choose one or more respondents from the available users.

    More Options

    Click here to expand and reveal the Description and Comments to Respondents fields.

  6. Click the Create & Send button. The assessment will be sent to the identified respondents and the Assessment Details screen will appear.

To launch assessments from an inventory list screen

  1. On the AI Governance menu, select an inventory menu.
  2. Click on the name of the desired inventory type.

    The Inventory Details screen appears.

  3. Select one or more inventory records. Each selected inventory record will have an associated assessment you can configure in the following steps.
  4. Click the Create Assessments button.

    The Create assessments screen appears.

  5. The Bulk edits side pane on the left will allow you to choose options for all created assessments or you can make intentional edits for each assessment in the main screen. When you have made selections in the Bulk edits side pane, click the Apply to all button to apply those options across all assessments.

    Create assessments screen
  6. You have the option to assign participants and workflow approvers by name via the System users list or assign in bulk using the User type attribute option. Any owner that meets the user type attribute for a given assessment will be assigned as the respondent/approver after you click the Apply to all button.
    Tip:

    Business owner and Technical owner are the current default user type attributes. To select custom user type attributes, ensure these are created in the Inventory manager specifically for the given inventory type AND configured using the Users system list option.


    Add attribute screen

    System users


    System users option

    User type attributes


    User attributes option
  7. After you have made the necessary selections for the assessment(s), click the Create & Send button.