Migrating Existing Policy & Notice Content to Privacy Notice Management

OneTrust has created a manual migration path that legacy Policy & Notice Management customers can follow in order to move content from the Policy & Notice Management module to the new Privacy Notice Management module. The following items require manual migration:

  • Privacy Notices

  • Custom Templates

  • Section Templates

Note:

Currently, the Locations tab of the Privacy Notice Details screen in the Policy & Notice Management module cannot be migrated.

To migrate existing notices

You can migrate existing privacy notices from the Policy & Notice Management module by recreating them in the Privacy Notice Management module using the steps in this section. You can also create privacy notices (metadata only, no content) in bulk based on your existing Policy & Notice Management notices using the Create Privacy Notices bulk import template. For more information, see Creating Privacy Notices in Bulk.

  1. Open the OneTrust application in two separate windows.
  2. On the first window, navigate to the Policy & Notice Management menu. The Privacy Notices screen appears.

  3. Open the notice you would like to recreate in the Privacy Notice Management module. The Privacy Notice Details screen appears.

  4. Select the Details tab.
  5. On the second window, navigate to the Privacy Notice Management menu. The Privacy Notices screen appears.

  6. Click the Create Privacy Notice button. The Create Privacy Notice modal appears.


  7. Select Create Custom Privacy Notice.
  8. Click the Next button. The Create Privacy Notice screen appears.

  9. Place the two OneTrust application windows side-by-side.
  10. Copy and paste the privacy notice name and description (if available) from the Privacy Notice Details screen in the Policy & Notice Management module to the corresponding fields on the Create Privacy Notice screen in the Privacy Notice Management module.


  11. Complete the other fields. For more information, see Input Privacy Notice Details Screen Reference.
  12. Click the Create button.
  13. Click the Go to Builder button.
  14. Click the Add Section button. The Add Section modal appears.

  15. On the Privacy Notice Details screen of the Policy & Notice Management module, select the Builder tab.
  16. Copy and paste the section name and description (if available) from the Privacy Notice Details screen in the Policy & Notice Management module to the corresponding fields on the Add Section modal in the Privacy Notice Management module.


  17. Click the Add button.
  18. Copy and paste the section body text from the Privacy Notice Details screen in the Policy & Notice Management module to the corresponding section on the Privacy Notice Builder screen in the Privacy Notice Management module.


  19. Click the Save button on the Privacy Notice Builder screen.
  20. Repeat steps 14 - 19 to recreate all sections of the existing privacy notice.
  21. Click the Publish button on the Privacy Notice Builder screen. The Publish Privacy Notice modal appears.

  22. Click the Confirm button to publish the privacy notice to the Privacy Notice Management module.

Input Privacy Notice Details Screen Reference



Field
Description
Privacy Notice Name Required

Copy and paste the privacy notice name from the Policy & Notice Management module.

Privacy Notice Description

Copy and paste the privacy notice description from the Policy & Notice Management module.

Managing Organization Required

Select the name of the organization responsible for the privacy notice.

Default Language Required

Select the default language of the privacy notice.

Privacy Notice Owners Required

Select the owner(s) for the privacy notice.

Privacy Notice Approvers Required

Select the approver(s) for the privacy notice.

Effective Date

Select an effective date for the privacy notice.

Expiration Date

Select an expiration date for the privacy notice.

To upload published Policy & Notice notices to Privacy Notice Management records

You can upload a PDF export of a notice in the Policy & Notice Management module to the Documents tab of the Privacy Notice Details screen in the Privacy Notice Management module. By doing this, you can maintain a copy of the legacy notice against the recreated privacy notice. To upload the PDF export to the Privacy Notice Management record, follow these steps:

  1. Download the privacy notice export in the Policy & Notice Management module. For more information, see Exporting Published Notices to PDF.
  2. Add the exported file to a privacy notice record in the Privacy Notice Management module. For more information, see Adding, Editing, and Deleting Privacy Notice Attachments.

To migrate custom templates

You can migrate existing privacy notice templates from the Policy & Notice Management module by recreating them in the Privacy Notice Management module using the steps in this section.

  1. Open the OneTrust application in two separate windows.
  2. On the first window, navigate to the Policy & Notice Management menu and select Templates. The Privacy Notice Templates screen appears.

  3. Filter the Privacy Notice Templates screen by Custom Templates.


  4. Hover over the template you would like to recreate and click the Edit button. The Builder screen appears.
    Note:

    The privacy notice template must be deactivated before you can click the Edit button.

  5. On the second window, navigate to the Privacy Notice Management menu and select Setup > Templates. The Templates screen appears.

  6. Click the View button on the Privacy Notice Templates tile.
  7. Click the Create Custom Template button. The Create Template modal appears.

  8. Complete the required fields.


    Field
    Description
    Name Required

    Enter a name for the privacy notice template.

    Default Language Required

    Select the default language of the privacy notice template.

    Description

    Enter a brief description of the privacy notice template.

  9. Click the Create button.
  10. Click the Add Section button. The Add Section modal appears.

  11. Place the two OneTrust application windows side-by-side.
  12. Copy and paste the section name and description (if available) from the Notice Template Details screen in the Policy & Notice Management module to the corresponding fields on the Add Section modal in the Privacy Notice Management module.


  13. Click the Add button.
  14. Copy and paste the section body text from the Policy & Notice Management module to the corresponding section on the Privacy Notice Templates screen in the Privacy Notice Management module.


  15. Click the Save button on the Privacy Notice Templates screen.
  16. Repeat steps 10 - 15 for each section of the existing Policy & Notice template you are recreating in the Privacy Notice Management module.
  17. Click the Activate button on the Privacy Notice Templates screen.
  18. Click the Confirm button to activate the template and allow others to create new notices using the template.

To migrate section templates

You can migrate existing section templates from the Policy & Notice Management module by recreating them in the Privacy Notice Management module using the steps in this section.

  1. Open the OneTrust application in two separate windows.
  2. On the first window, navigate to the Policy & Notice Management menu and select Setup > Section Templates. The Section Templates screen appears.

  3. Open the section template you would like to recreate in the Privacy Notice Management module. The Builder screen appears.

  4. On the second window, navigate to the Privacy Notice Management menu and select Setup > Section Templates. The Section Templates screen appears.

  5. Click the Add New button. The Add Section modal appears.

  6. Place the two OneTrust application windows side-by-side.
  7. Copy and paste the section name and description (if available) from the Section Details screen in the Policy & Notice Management module to the corresponding fields on the Add Section modal in the Privacy Notice Management module.
  8. Complete the other fields. For more information, see Add Section Modal Screen Reference.
  9. Click the Add button.
  10. Copy and paste the section body text from the Section Details screen in the Policy & Notice Management module to the corresponding section on the Section Details screen in the Privacy Notice Management module.


  11. Click the Save button.
  12. Select the Translations tab in the Privacy Notice Management module.
  13. Click the Add Languages button. The Add Languages modal appears.

  14. Select the languages you would like to translate.
  15. Click the Save button.
  16. On the Translations tab in the Privacy Notice Management module, click the name of the language you'd like to translate and begin translation in the side-by-side builder.


  17. Click the Save button to save your changes.
  18. Click the Publish button. The Publish Section modal appears.

  19. Click the Publish button to publish the section template and move it to the active status.

Add Section Modal Screen Reference



Field
Description
Section Name Required

Copy and paste the section name from the Policy & Notice Management module.

Section Description

Copy and paste the section description from the Policy & Notice Management module.

Default Language Required

Select the default language in which the section template content will be provided.

Section Template Type Required

Select the template type.

Show Section Header

Enable this setting to show section headers in the document.

Show Section Icon

Enable this setting to show an icon on the document.

Select Icon for Section

Select an icon to associate with the section template.