Exporting PDF Reports in Bulk

You can export PDF reports in bulk to quickly download multiple PDF reports at once for the same object. PDF reports can be exported in bulk from the Reports module and from certain module list screens. The PDF reports will be exported as a ZIP file, which can be downloaded from the Alert Center and extracted to access each individual PDF file contained within the export.

Available Objects & Naming Conventions

The ability to bulk export PDF reports is available for the objects listed in the following table. Up to 100 objects can be exported at one time. In addition, each PDF can be exported using different naming conventions based on the type of object. If multiple naming conventions are selected for a single object, the naming convention will appear in the order listed below and will be separated by an underscore.

Note:

If more than 100 objects are selected, an error message will appear. In addition, if one of the selected files fails to download, the entire export will fail and will not be available to download from the Alert Center. You can retry the export, but if the issue persists, please create a case with OneTrust Support.

Available Object Types

Available Bulk Export Locations

Available Naming Conventions

Assessments

  • Data Mapping Automation module

  • IT & Security Risk Management module

  • PIA & DPIA Automation module

  • Third-Party Risk Management module

  • Reports module

  • Assessment Name

  • Assessment ID

Assets

  • Data Mapping Automation module

  • IT & Security Risk Management module

  • Reports module

  • Third-Party Risk Management module
Note:

The following naming conventions are available only when the export is initiated from the Reports module.

  • Asset Name

  • Asset ID

Audit

  • Reports module
Note:

The following naming conventions are available only when the export is initiated from the Reports module.

  • Audit Name

  • Audit ID

Controls

  • IT & Security Risk Management module

  • Reports module

  • Standard & Framework Name

Disclosures

  • Disclosure Management module

  • Reports module

  • Disclosure Name

  • Disclosure ID

  • Respondent Name

  • Respondent Employee ID

    Note:

    This is configured in Global Settings > User Settings.

Engagements

  • Reports module

  • Third-Party Risk Management module

  • Engagement Name

  • Vendor ID

  • Vendor Name

Incidents

  • Incident Management module

  • Reports module

  • Incident Name

  • Incident ID

Legal Entities

  • Data Mapping Automation module

  • IT & Security Risk Management module

  • Reports module
Note:

The following naming conventions are available only when the export is initiated from the Reports module.

  • Legal Entity Name

  • Legal Entity ID

Policies

  • Reports module
Note:

The following naming conventions are available only when the export is initiated from the Reports module.

  • Policy Name

  • Policy ID

Processing Activities

  • Data Mapping Automation module

  • IT & Security Risk Management module

  • Reports module

  • Processing Activity Name

  • Processing Activity ID

Vendors / Third Parties

  • Data Mapping Automation module

  • IT & Security Risk Management module

  • Reports module

  • Third-Party Risk Management module

  • Vendor ID

  • Vendor Name
Note:

These naming conventions are also available for single PDF exports. Users can select the Export as PDF option from the module list screen and choose the desired naming convention for the export.

To bulk export PDF reports from the Reports module

  1. On the Reports menu, select Reports.

    The Reports screen appears.

  2. Click the link in the Report Name column for the PDF report you want to export.
    The PDF Builder screen appears.
    Note:

    To access the Bulk Export option for assessment objects, you must select a specific template within the Data Type field of the PDF report configuration. The Bulk Export option will not appear for the following PDF report configurations:

    • PDF reports created using Data Type: Any Template

    • PDF reports created using the Assessment Default PDF template

  3. Click the Context Menu icon and select Bulk Export.
    The Bulk Export modal appears.

  4. Select the check boxes corresponding to the objects you want to include in the export. A maximum of 100 objects can be selected.


  5. Click the Next button.
  6. Select the naming convention(s) to apply to the exported file name.


  7. Click the Export button.
    The Report Download modal appears to notify you that the reports are being processed. A notification will appear when your reports are ready for download.

To bulk export PDF reports from the module list screen

  1. Navigate to the respective module list screen for the object you want to export. For more information, see Available Objects & Naming Conventions.
  2. Select the check boxes corresponding to the objects you want to include in the export. A maximum of 100 objects can be selected.
    Note:

    For assessment objects, you must first apply a filter to narrow the list down to a single template. If multiple templates are selected or no filters are applied for Templates, an error modal will appear.



  3. Click the Context Menu icon and select Bulk Export.
    The Export PDF Report modal appears.

  4. Select the naming convention(s) to apply to the exported file name.
  5. Click the Export button.
    The Report Download modal appears to notify you that the reports are being processed. A notification will appear when your reports are ready for download.