Adding, Editing, and Deleting Inventory Records

Inventory records include Assets, Processing, Entities, and Third parties. You can add, edit, and delete these records using the tabs located on the Data Mapping Automation menu.

Tip:

All of the below actions can be performed in bulk by selecting the checkboxes next to multiple inventory records on the inventory list screen.

Once the inventories are selected, the following icons display:

  • Delete Inventory Records

  • Change Inventory Status

  • Edit Inventory Records

To add a new inventory record

  1. On the Data Mapping Automation menu, select Assets, Processing activities, Entities, or Third parties. The corresponding inventory list screen appears.

  2. Click the Add [inventory type] button.
  3. Complete the fields. For more information, see the following screen references.
  4. Click the Save button.
  5. To add another inventory record without closing the modal, click the Save and Add New button. 

Add Asset Screen Reference



Field
Description
Name

Enter the name of the asset.

Managing organization

Select the organization responsible for the asset.

Hosting location

Select the location where the asset is hosted.

Type

Select the type of the asset.

IT owner

Select the IT owner of the asset.

Create as a master record

When enabled, use this record as a global standard and create local versions of it for easier maintenance and reporting for groups of similar records.

Send assessment after save

When enabled, after saving the record, you will be automatically directed to the launch assessment page.

Add Processing Activity Screen Reference



Field
Description
Name

Enter the name of the processing activity.

Managing organization

Select the organization responsible for the processing activity.

Business process owner

Select the business owner of the processing activity.

Created as a master record

When enabled, use this record as a global standard and create local versions of it for easier maintenance and reporting for groups of similar records.

Send assessment after save

When enabled, after saving the record, you will be automatically directed to the launch assessment page.

Add Entity Screen Reference



Field
Description
Entity name

Enter the name of the legal entity.

Organization

Select the organization responsible for the legal entity.

Primary operating location

Select the primary operating location of the legal entity.

Type

Select the type of legal entity.

Create as a master record

When enabled, use this record as a global standard and create local versions of it for easier maintenance and reporting for groups of similar records.

Send assessment after save

When enabled, after saving the record, you will be automatically directed to the launch assessment page.

Add Third party Screen Reference



Field
Description
Name

Enter the name of the vendor.

Organization

Select the organization responsible for the vendor.

Type

Select the type of vendor.

Create as a master record

When enabled, use this record as a global standard and create local versions of it for easier maintenance and reporting for groups of similar records.

Send assessment after save

When enabled, after saving the record, you will be automatically directed to the launch assessment page.

To edit in the attributes pane

  1. On the Data Mapping Automation menu, select Assets, Processing Activities, Legal Entities, or Third parties. The corresponding inventory list screen appears.

  2. Click the Context Menu icon on the row for the record you want to edit. On the Context Menu, select Edit.
  3. The Edit details modal appears. Click the Edit icon next to an editable field. All editable fields display.


  4. Complete and revise the fields.
    Note:

    Risks must be added separately. For more information, see Adding, Editing, and Deleting Risks.

  5. Click the Save button.

To edit on the inventory details screen

  1. On the Data Mapping Automation menu, select Assets, Processing activities, Entities, or Third parties. The corresponding inventory list screen appears.

  2. Click on the name of the inventory record you want to edit. The Inventory details screen appears.

  3. Click the Edit icon next to an editable field. All editable fields display.


    Note:

    Widgets that appear on the Inventory Details screen, including Related inventories, Local versions, and Laws/Frameworks cannot be removed.

  4. Complete and revise the fields. 
    Note:

    Risks must be added separately. For more information, see Adding, Editing, and Deleting Risks.

  5. Click the Save button.

To copy an inventory record

  1. On the Data Mapping Automation menu, select Assets, Processing activities, Legal Entities or Third parties. The corresponding inventory screen appears.

  2. Click the Context Menu icon for the inventory record you want to copy. The Context menu appears.

  3. On the Context menu, select Copy. The Copy asset modal appears.


  4. Revise at least one of the fields in order to create a copy.
    Note:

    If you do not change any of the fields on the Copy modal, you will not be able to make the copy because the record will appear as an exact duplicate.

    Note:

    If you change the Managing organization field, some of the attributes (such as user fields and related inventories) from the record will not be copied in order to preserve organizational hierarchy.

  5. Click the Copy button.
  6. If you want to make another copy, click the Copy and create another button.

To change an inventory's status

  1. On the Data Mapping Automation menu, select Assets, Processing Activities, Legal Entities or Third parties. The corresponding inventory screen appears.

  2. Click the Context Menu icon for the inventory record for which you want to change status. The Context menu appears.

  3. On the Context menu, select Change status. The Change inventory status modal appears.


  4. Choose a new status for the inventory using the Select new status field.
  5. Click the Update status button.

To delete an inventory record

Note:

If you have the Restore Deleted Inventory feature enabled in your environment you may be able to restore deleted records. For more information, see Restoring Deleted Inventory Records.

  1. On the Data Mapping Automation menu, select Assets, Processing Activities, Legal Entities, or Vendors. The corresponding inventory list screen appears.

  2. Click the Context menu icon for the record you want to delete. The Context menu appears.

  3. On the Context menu, select Delete. A Delete record modal appears. 
  4. Enter a justification for record deletion in the Deletion reason field.
  5. Click the Confirm button.

To view deleted inventory records

You can view previously deleted inventory records as well as an activity log of the record deletion and user who performed the action

  1. On the Data Mapping Automation menu, select Assets, Processing Activities, Legal Entities, or Vendors.
  2. On the corresponding inventory list screen, lick the Recycle bin button.
    Note:

    If you have the Restore Deleted Inventory feature enabled in your environment you may be able to restore deleted records.

    For more information see Restoring Deleted Inventory Records.

  3. The Recycle bin screen displays the ID, Name, Organization, Date deleted, Deleted by, and Deletion reason.