Reviewing Terms Aggregated by Data Source

Once a data source is found by OneTrust Data Discovery, you can approve, review, or reject them as accepted Terms. Terms are standardized classification labels that define and categorize data assets across structured and unstructured systems, ensuring consistency in governance and metadata frameworks. This allows admin-level users or other authorized individuals to assess terms and relationships when managing large volumes of records scanned by their organization.

The benefit of viewing terms aggregated by Data Source is so that you can conduct term reviews for specific data sources and drill into its respective path for direct term review. For more information about viewing recommended terms, see Reviewing Recommended Terms.

To inspect terms

  1. On the Data Discovery menu, select Discovery Review > Terms. The Terms screen appears.

  2. Expand the section of your desired term and then click the Review all button. The Term review screen will filter this list screen by default with terms that are in Pending Review and aggregated by Recommendation.
  3. Change the aggregation option to Data Source.
  4. Click the Filter by field to select between the available views. You can change the view of this screen between the following options: Pending Review, Approved, Flagged for Review, or Rejected.


  5. When the Data Source aggregate option is selected, you can open the file path(s) for your data sources to inspect terms in bulk or per path.
  6. Use the search bar to locate a desired data source. Click the Plus and Minus icons to expand your view of the the data source path.
  7. Click a data source entity to open the identified terms in the Recommended Terms window. This will list the number of data assets where the term was used and mark if the instance was approved for use.


  8. Hover over the row of a given term to select the Context Menu to manage review preferences:

    • Approve

    • Reject

    • Flag for Review

    • Delete

  9. Based on your review of the data source, its object and field, plus the likelihood indication, you have two options for bulk term approval or rejection:

    • Bulk manage all terms in this list by clicking the Approve all or Reject all button. This will prompt a confirmation modal that will state how many assets for which the terms are approved or rejected.

      Confirm by clicking Approve terms or Reject terms. You can monitor the status of this change in the Status Tracker menu.

    • Select multiple term instances with the check box to the left. When ready, click the Approve or Reject. This will prompt a confirmation modal that will state how many assets for which the terms are approved or rejected.

      Confirm by clicking Approve terms or Remove terms. You can monitor the status of this change in the Status Tracker menu.

  10. If you need additional details about a given term, click the linked term to drill down and inspect the path, object, field, and likelihood result. You will have the same option to manage single terms for review or select multiple paths to manage bulk review preferences.