Configuring a Column Report

Column reports can be used to provide comprehensive insight and oversight into your organization's various activities. Column reports are useful for collecting and categorizing data from across your organization. These reports can be particularly beneficial for examining specific data sets in order to draw conclusions about your organization's successes and gaps.

OneTrust templates provide frameworks to address the fundamentals, yet how you decide to build the report is contingent on your organization's situational needs. Column reports can be valuable in helping your organization:

  • Achieve a minimal analysis for a particular question or response from an assessment

  • Discern which assets or issues are high priority and require immediate resolution through Data Protection Impact Assessments (DPIA)

  • Generate lists which serve as records of processing for internal or external distribution

To access the column report

  1. On the Reports menu, select Reports.

    The Reports screen appears.

  2. Click the link in the Report Name column for the column report you want to configure.
    The respective Reports screen appears.

    Note:

    You can customize the Column Report Preview using the Items/Records Per Page field to select the number of records you want to see at one time and using the Show row numbers check box to add a number for each row on the report.

To add fields to a column report

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Using the Column Selector pane, drag-and-drop fields into the Report Preview using one of the following methods:

    • To add single fields, drag-and-drop the field from the Column Selector pane into the Report Preview in the order in which you want the columns to appear.

    • To add multiple fields, use CTRL, CTRL + SHIFT, or the relevant hot key combination for your operating system to select the necessary fields. Then drag-and-drop the fields from the Column Selector pane into the Report Preview.

    Note:

    If the Report Preview contains at least one field, you must drag-and-drop any subsequent fields from the Column Selector pane into the header (top) row of the Report Preview.

To reorder fields on a column report

The following methods can be used to reorder fields on a column report.

Method 1: Drag-and-Drop

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Select the column you want to reorder to highlight it. Multiple columns can be selected.
  3. Drag-and-drop the column(s) to another location on the Report Preview. The Report Preview updates with the new order.

Method 2: Column Context Menu

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Click the Context menu icon for the column you want to reorder.
  3. On the Context menu, select Move Column.
    The Move Column modal appears.

  4. In the Move Column fields, make the following selections:

    • In the first field, select either Before or After. This will indicate whether the selected column will appear either before or after the column selected in the second field.

    • In the second field, select one of the columns configured on the report that you want to move the selected column around.

  5. Click the Confirm button.
    The Report Preview updates with the new order.

To remove fields from a column report

The following methods can be used to remove fields from a column report.

Method 1: Drag-and-Drop

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Select the column you want to remove to highlight it. Multiple columns can be selected.
  3. Drag-and-drop the column(s) to the Column Selector pane. The column is removed from the Report Preview.

Method 2: Remove Button

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Select the column you want to remove to highlight it. Multiple columns can be selected.
  3. Click the Remove button. The column is removed from the Report Preview.

Method 3: Column Context Menu

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Hover over the column you want to remove, and click the Context Menu icon that appears.
  3. On the Context menu, select Remove. The column is removed from the Report Preview.

To merge fields on a column report

You can merge columns together to group the values into a single cell on the column report.

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Select the columns you want to merge to highlight them.
  3. Click the Merge button.
    Note:

    Multiple columns must be selected in order for the Merge button to appear.

    The Merge Columns modal appears.

    Field
    Description
    New Column Name

    Enter a name for the column. By default, the name of the first column appended with - Merged will appear in this field, but can be changed.

    Columns

    Shows the list of selected columns that will be merged into a single column.

    Separate values by

    Select the format in which you want to separate the values that will appear in the cell. The following options are available:

    • Comma

    • Space

    • Semicolon

    • Hyphen

    • Forward Slash

    • Pipe

  4. Click the Apply button. The field values are merged into a single column on the report.

To add related object data to the report

You can configure which related object data to include on column reports for data sources that have related objects available. When related object fields are added to the Report Preview, the fields will appear on the Primary tab. If applicable, a secondary tab specific to the related object may also appear. You can use the respective secondary tab to view only fields specific to the related object.

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Click the Manage Related Objects button.
    The Select Related Objects modal appears.

  3. Select the related object categories to add and use the Left Arrow and Right Arrow buttons to move the objects between the Available objects and Visible objects sections.
  4. Use the Up Arrow and Down Arrow buttons to adjust the order in which the visible objects will appear in the Column Selector pane.
  5. Click the Apply button. The related object categories that you added appear in the Column Selector pane with the available fields nested within the related object category folder. These fields can then be added to the report and viewed within the Report Preview.

To filter a column report

You can apply filters to further narrow down the data shown on the report.

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Click the Filter icon .
    The Filter pane appears.

  3. Click the Add Filter button.

    The Add Filter popover appears.

  4. In the Add Filter field, select the criteria by which you want to filter.
  5. In the Equal To field, select the value(s) for which you want to filter.
  6. Click the Save button.
  7. Add additional filter criteria, as necessary.
    Note:

    Filters are compounded. Results must meet all of the filter criteria in order to be displayed.

  8. Click the Apply button.
    Note:

    Filters will not be added until the Apply button is clicked.

To edit column report details

You can modify the name and description of the column report, if needed.

  1. Navigate to the respective Reports screen for the report you want to configure.
  2. Click the Context Menu icon .
  3. On the Context menu, select Edit Details.
    The Edit Report modal appears.
    Note:

    You can also modify report details directly from the Reports screen. Hover over the column report you want to edit, and click the Context Menu icon that appears. Then select Edit.



  4. Modify the report details, as necessary.
  5. Click the Submit button.