Managing Data Source Details

1. On the Data Discovery menu, select Setup > Data Sources. The Data Sources screen appears.

2. The Data Sources screen will present all of the data sources available to the user in the current organization level.

   Hover over a column header to click the Up/Down arrows and sort values alphabetically or by ascending to descending order.

   
   
   

   • Data Source Name

   • Status

   • System

   • Volume Scanned (captures the total volume of data that was accessible in the scan. This might be due to scan timeouts/limits or unique situations like compressed files withholding additional data than is initially available).

   • Created By (cannot be sorted)

   • Managing Organization (cannot be sorted)

   • Created Date

3. Click the Filter icon to sort and surface data sources by the following values. Add multiple filters to narrow your search.

   
   
   
   
   

   • System

   • Created Date

   • Status

4. Click the View Deleted Records button to inspect previously deleted records, their respective scan volumes at the time of deletion, and other related details.

The Summary tab is a simple overview of the data source name and description. It also contains a section to inspect which workflows are mapped to the data source and their current integrations status.

1. On the Data Discovery menu, select Setup > Data Sources. The Data Sources screen appears.

2. Click on a Data Source Name. The Data Source Details screen appears.

3. The Summary tab will appear first by default. The viewing screen will list the data source name and the description, given that it was provided during setup. You can edit the description but not the data source name.

   
   
   

4. Test data source integrations in the Connection Status section. This will be disabled if the data source is inactive or if the associated is not healthy. View logs to inspect and troubleshoot failed integrations.

   
   
   
   
   

The Scan Jobs tab is a list screen containing all running, failed, or completed scan jobs for the data source. The fields list here can be used for comprehensive management or for surfacing select scan jobs for ad hoc inspection.

1. On the Data Discovery menu, select Setup > Data Sources. The Data Sources screen appears.

2. Click on a Data Source Name. The Data Source Details screen appears.

3. Navigate to the Scan Jobs tab. All scan jobs ran for this data source will be listed in this tab.

4. Click the Column Selector icon to add or remove visible fields in the list screen.

   
   
   

5. Click the Filter icon to add filters and surface specific scan jobs according to the following values:

   • Status

   • Scan Type

   • Run By

   • Created Date

6. Click the Scan Job ID to open the Job Insights modal. For more information on this interface, see Reviewing Job Insights.

The Data Dictionary tab contains general information, location path details, assigned users and roles, timestamp data, and more for each data source path. You can select a path from the Data Source Tree View to inspect pertinent information about the data source path.

1. On the Data Discovery menu, select Setup > Data Sources. The Data Sources screen appears.

2. Click on a Data Source Name. The Data Source Details screen appears.

3. Navigate to the Data Dictionary tab.

4. Click a path from the hierarchy view to display unique details about the data source path.

   Expand the sections to review all available inventory details applicable to this path, including but not limited to:

   • General Information

   • Location and Path Details

   • People

   • OneTrust Audit Information

   • Discovered

   • Custom Group

   • Other

The Index tab is a list screen of each classified and estimated number of instances of where a unique value was indexed against the classifier.

1. On the Data Discovery menu, select Setup > Data Sources. The Data Sources screen appears.

2. Click on a Data Source Name. The Data Source Details screen appears.

3. Navigate to the Index tab.

4. Each classifier that was used to index will be listed here along with the number of instances it was used.

5. To delete the index of a given classifier, over its row to reveal the Context Menu icon.

6. Click the icon, then select Delete Index. The Delete Index modal appears.

7. Click the Confirm button. The index will be cleared for the given classifier

   CAUTION:

   Deleting the index will clear all the estimated values that are detected. This action cannot be undone.

   
   
   

The Settings tab hosts all of the general configuration and management options for the data source.

1. On the Data Discovery menu, select Setup > Data Sources. The Data Sources screen appears.

2. Click on a Data Source Name. The Data Source Details screen appears.

3. Navigate to the Settings tab.

4. Review the available areas to manage this data source's settings or update key configurations as necessary.

   Section	Description
   Schedule	Configure the frequency of how often the trigger will occur. The following options are available: Run Manually Daily Weekly Monthly Yearly
   Scan Configuration	Displays the data source's configured worker node, scan profile, and classification profile. You can update these settings as necessary.
   Authentication	Displays the applied credential.
   Mapping	Displays any mapping of asset to data subject type.
   Expected Terms	Displays the allowlist terms that were configured during data source setup or during term review.

The Logs tab shows the logs of the test connection status of the data source. Copy these to inspect and troubleshooting data source integrations.

In addition to setting your data source on a scan schedule, you can also start and cancel a scan ad hoc to sync data as needed between the external system and the OneTrust application.

To start a scan

Note:

The Data Source must be activated in order for this button option to appear.

1. On the Data Discovery module menu, select Setup > Data Sources.

2. Select a data source. The Data Source Details screen appears.

3. Click the Start Scan button. The Scan Now modal appears.

4. Confirm the settings.

   
   
   

   Field

   Description

   Scan Profile

   Select the original scan profile or choose another one in the tenant that is enabled for the target data source.

   Classification Profile

   Select the original classification profile or choose another one in the tenant that is enabled for the target data source.

5. Click the Start button to start the scan.

To cancel a scan

1. On the Data Discovery module menu, select Setup > Data Sources.

2. Select a data source. The Data Source Details screen appears.

3. Navigate to the Scan Jobs tab.

4. Hover over the row of the running scan job to reveal the Context Menu icon.

5. Click the icon, then select Cancel. The scan job will be canceled.

Pause in-progress scan jobs for Catalog & Scan types only. This allows users to halt a large scan and start another scan, or to pause scans and resume them to run during specific time frames.

To pause a scan

1. On the Data Discovery module menu, select Setup > Data Sources.

2. Select a data source. The Data Source Details screen appears.

3. Go to the Scan Jobs tab.

4. Hover over the row of an active scan job to click the Context Menu icon.

5. Select Pause Scan. The Pause Scan modal appears.

6. Click the Confirm button. The Scan Status will update to Paused.

To resume a scan

1. On the Data Discovery module menu, select Setup > Data Sources.

2. Select a data source. The Data Source Details screen appears.

3. Go to the Scan Jobs tab.

4. Hover over the row of an active scan job to click the Context Menu icon.

5. Select Resume Scan. The Scan Status will update to In Progress.

Introduced in OneTrust 6.31.0, when an organization is deleted data sources can now be reassigned to the parent organization or a different, specific organization to map all records. For more information, see Managing Organizations.

To enable access to this preview feature, please contact OneTrust Support to submit the request.

Org-level permissions operate by allowing a parent organization to view all the data objects of child organizations. In the following case, the parent organization can view all of the data objects for the organizations in the account as well as the top-level data objects. Child Organization A can only see Suborganizations 1 and 2 and data objects in Child Organization A, while Child Organization B can only see data objects for Suborganizations 3 and 4 and data objects in Child Organization B. Suborganizations can only see data objects within its own organization.

Object Level Permissions affect the visibility of:

Data Mapping Automation

• Data Dictionary Dashboard

• Data Sources

• Data Terms

• Data Files

Data Catalog

• Data Dictionary Dashboard

• Catalog Search

• Catalog Files

• Data Dictionary

• Data assets on the Glossary Terms app

• Data assets on the Classification Tags app