Sharing Redaction Results with Data Subjects

Once all sensitive third-party information is reviewed by a privacy team, OneTrust users can share results with data subjects who will be able to download these attachments from the Privacy Portal. The report and public comment sent will appear in the Activity tab on the given Data Subject Request Details screen.

The Results Summary can be also exported to share with others on your privacy team for additional review and redacted content. OneTrust currently supports .csv and .pdf report types.

To include and exclude files for sharing

Before you can share results to the Privacy Portal, you need to determine if the uploaded file should be include or excluded from the report.

  1. On the Privacy Rights Automation menu, select Requests.

    The Screen Name screen appears.

  2. Select a Request.

    The Data Subject Request Details screen appears.

  3. Click the Results Summary button.

    The Results Summary screen appears.

  4. Go to the Attachments tab.
  5. Hover over the row of a file to reveal and click the Context Menu icon.
  6. Select Include In Report or Exclude From Report. The Attachments table will update the column with your new preference.
    Note:

    All files are included by default.


    Context menu icon for including or excluding a file from the report

    Attachments table showing updated include or exclude status for a file

To share results to the Privacy Portal

  1. On the Privacy Rights Automation menu, select Requests.

    The Screen Name screen appears.

  2. Select a Request.

    The Data Subject Request Details screen appears.

  3. Click the Results Summary button.

    The Results Summary screen appears.

  4. When ready, click the Share button.

    The Share Results with Data Subject modal appears.

  5. The default attachment name will be named with the corresponding unstructured result record's name. Update the file name as necessary.
    Note:

    The maximum amount of characters for the report name is 96.

  6. Select the PDF option to populate the Report Template field. The modal defaults to CSV.
    Note:

    The PDF and CSV radio buttons on the Share Results with Data Subject modal refer to the report generated for the data subject.

  7. Use the text editor to craft a message or select a response template from the drop down. This will be sent as a public, customer-facing comment.
  8. Optional: enable Share Unreviewed Attachments to share auto-redacted files as-is without requiring a manual review in the tool. This relies on the configured redaction preferences and can be used to automate select use cases. Be advised that OneTrust still recommends reviewing files in the tool before they are shared with data subjects.
    Note:

    Attachments shared with the Results Summary will be attached as PDF files and not in their original file format.

  9. Optional: enable Mark Request as Complete to update the request status.
  10. Optional: organize attachments in an ascending viewing order according to the following options:

    • Date Modified (default)

    • Status

    • Attachment Name

    • Source

    • Custom (allows user to drag-and-drop items in a custom order)

  11. Click the Share button. Your message and the results report will be sent to the Privacy Portal for the data subject to review. See the table below to observe the upload status for each redaction type.
    Note:

    The process for sharing PST files and segments varies slightly from the normal document types. For more information, see Uploading and Sharing PST Files.


    Share Results with Data Subject modal showing upload status for each redaction type

    Status

    Description

    Classifying

    The OneTrust classification service is currently analyzing the file type and size to provided suggested redactions based on the detected PII or data elements.

    When the file is under this status, the file link will be disabled. It will be available once it moves into the Ready for Review status.

    Uploading

    The files are still being uploaded from your local computer to the application.

    Ready for Review

    The classification service has completed its inspection and the file is now ready for user review.

    Review in Progress

    The file is currently under review by a OneTrust user.

    Reviewed

    The file has been reviewed and redactions have possibly occurred on the file.

    Redaction Not Supported

    The file was not an approved type or exceeds our current size support and will not be auto-redacted.

    Not Redacted

    The file was not selected for redaction.

    Failed

    Any files that are not auto-redacted within two hours will now be marked as Failed. Users will have the manual option to retry the redaction to avoid a second file upload.