Step-by-Step Onboarding Guide: Targeted Data Discovery

Getting up and running with your Targeted Data Discovery solution

Thank you for choosing the OneTrust Targeted Data Discovery solution to help manage your privacy, security, and governance program needs.

The solution is designed to be intuitive and easy to configure and this guide will take you through each step one by one.

Targeted Data Discovery enables the automation of the manual tasks required to fulfill a data subject request. For example, the effort involved when discovering and redacting data for an access request or opting out or deleting subject data.

This is achieved by integrating with industry-leading CRM, IT management, and HR tools and hundreds of pre-integrated solutions. Additionally, customers can build their integration systems using OneTrust's developer portal. Targeted Data Discovery™ technology integrates deeply with the OneTrust Privacy Rights Management solution to help find and retrieve information across systems for fully automated, faster fulfillment.

Let’s get you started

Follow the steps below to get your solution set up. Each stage of the process is covered by comprehensive guidance and support collateral on the my.onetrust.com online resource platform and this guide will direct you towards all the information you need.

Please note that these steps are generalized, and you will need to use the Consultant Workshops and Q&A sessions to fully understand the requirements for each individual system.



Before you begin

Before you get started with your implementation, complete the following key-activities which will help you accelerate your implementation:

  1. Assign Key Decision Maker

    This will be the main point of contact throughout the implementation and will make configuration/setting decisions for the module. A member of the team who will be the ‘Product Champion’. (We advise having a member who has strong relationships with other departments). We sometimes see two individuals involved, one to create workflows based on business logic and the other to build the technical integration workflows however, one technical individual will be able to manage it all.

Targeted Data Discovery Configuration

You can access all our Integration knowledge base articles at the link here. The steps below direct you to the most relevant way to get started as quickly as possible.

Refer to the frequently asked questions page for answers to the most common questions and issues.

Step

Description

1

OneTrust Integrations allows organizations to automate tasks, create and update request or consent preferences, populate Targeted Data Discovery results, and various other integration needs from external systems.

If you want to create a workflow that connects to a system for which there are not existing templates, you will need to add the system to OneTrust. OneTrust supports workflow integration with systems that utilize the Open RESTful API standard.

Once you have added a new system, you can then add system actions and begin integrating to automate your organization's request details, consent preferences, and other essential privacy management activities.

Adding a Custom System

2

OneTrust supports several seeded and custom credential types for external system integration.

When you select your desired system, the OneTrust application can populate fields for many systems with their most used credential type(s) and related fields to assist with configuration.

In addition, you can test the connection status of the credential when editing the credential details.

Use the below article for more information:

Configuring Integration Credentials

3

You can create workflows from the system tiles available on the Gallery screen. These workflow templates can be leveraged to bring together common actions in third-party systems with supplemental actions in the OneTrust application.

Seeded workflows and wizards are also available for select systems.

Use the below article for more information:

Creating Integration Workflows

4

Once your systems and credentials are established, you can begin creating and configuring workflows to automate your organization's processes and tasks.

You can configure a trigger that is generic to a module action or access management (e.g., data subject request created or data subject system subtask created, etc.) or use specific lookup values to trigger a workflow upon conditional events.

Use the below article for more information:

Customizing Integration Workflows

5

Once you have created a new system, you can then add system actions and begin integrating to automate your organization's request details, consent preferences, and other essential privacy management activities.

The available actions for the system are determined by the system specification and the API calls available. The built-in systems in OneTrust are pre-populated with commonly used actions that might be helpful for privacy management or other tasks. You can customize the system actions available by adding new actions or deactivating ones that are not relevant to your organization.

System actions can be leveraged when building an integration workflow from scratch or you can modify the pre-configured actions of seeded workflow templates to suit your organization's integration needs.

Use the below article for more information:

Adding System Actions

6

You can populate data subject requests and consumer rights requests with data by integrating with other external systems through Targeted Data Discovery (TDD).

This is accomplished by adding a TDD subtask to your request workflow that calls an integration workflow to retrieve data from a given system. The populated data will appear in the Results Summary which can be used to fulfil a request.

You can also manually add additional data points to a Targeted Data Discovery (TDD) results summary. This feature allows users to add one or more data points that are hosted offline either in physical form or by systems that do not support automated discovery before sharing results with a data subject.

For more information on this, use the below articles:

Adding Data Points to a Targeted Data Discovery Results Summary

Configuring a Targeted Data Discovery Results Summary

Viewing a Targeted Data Discovery Results Summary

7

After you have configured a request fulfillment workflow, you must activate it before it can be used to process requests.

This will now automatically run when the system is called.

See the below article for more information:

Activating a Workflow

8

You can use subtasks to collaborate with other members of your organization and initiate integration workflows for more effective communication, task delegation, and workflow automation for request processing.

There are two types of subtasks in the Data Subject Requests/Consumer Rights module: user and system.

  • User subtasks can be used to delegate common tasks to members of your privacy team. These can be configured in the various workflow stages to establish a formalized process for request intake, review, and fulfillment based on privacy law frameworks and requirements.

  • System subtasks launch integration workflows to help automate certain processes, such as subtask assignment or Targeted Data Discovery (TDD). These can be added via existing active connections from the Workflow Details screen.

    For more information, use the following articles:

    Using Subtasks

Complete!

Congratulations on completing your implementation.