Global Reference Data Feature Guide

Overview

The Reference data area in Global Data Manager allows you to operate from a centralized source of truth for key regulatory, compliance, and data governance concepts. This glossary area includes definitions, attributes, and values for core objects used across the OneTrust platform.

Not only does this help OneTrust improve standardized adoption and inference of regulatory intelligence across our products, but admin-level customers can configure customizable objects on non-regulatory concepts without any redundant or duplicate efforts.

To access reference data objects

  1. On the Global Data Manager menu, select Setup > Regulatory and compliance data.

    The Reference data screen appears.

  2. The screen will list the available core constructs, the reference data objects seeded by OneTrust.
    Note:

    System objects cannot be deleted. Custom object support is not currently available.



    Object

    Description

    Purpose

    Refers to the specific reason or objective for which data is collected, processed, or used. It helps classify the intent behind data activities and ensures compliance with relevant regulations, such as privacy laws (e.g., GDPR), which require organizations to clearly define and limit the purposes for which personal data is processed.

    This object is available in the following solutions:

    • AI Governance

    • Data Mapping Automation

    • Universal Consent & Preference Management

    • Third-Party Management

    For more information, see Unified Purpose Feature Guide.

    Legal Basis

    Refers to the statutory justification permitting collection, use, or disclosure of personal data.

    This object is available in Data Mapping Automation.

    Transfer Mechanism

    Refers to the legal or contractual method by which data is moved between entities or jurisdictions.

    This object is available in Data Mapping Automation.

    Entity

    Refers to the organizational role responsible for or performing data processing activities.

    This object is available in Data Mapping Automation.
  3. Click on the Name of a reference data object to enter the details screen where all the system values will be listed.
    Note:

    System values cannot be deleted, however, you can deactivate them to disable them as options across the platform.



  4. These values represent the possible choices wherever this reference object is used in a dropdown field across the platform. For example, the system value Direct Marketing is available for the Purpose object. This would be eligible for selection in Purpose category field when creating a new purpose in the Consent & Preference Management product.


  5. Click the name of a value to enter its detail screen. The initial tab will present basic information about the value, such as the status, description, and source.


  6. The Activity tab will track the history of actions taken for the value, including activation, deactivation, and modification (supported for custom values only).


  7. To check if an attribute is tied to one of the available core constructs, navigate to the given attribute's details screen from the Inventory Manager. The System list field will indicate to which core construct it belongs. In this example, the Legal Basis for Processing attribute inside Data Mapping Automation belongs to the Legal Basis construct.


  8. Click the Manage system link link to navigate to the given construct's list screen with all of its system and custom values in Global Data Manager.


To create custom values

Important:

Custom values can only be created in Global Data Manager. For more information, see About Centralized Attributes and "Allow Other Options" Values.

  1. On the Global Data Manager menu, select Setup > Reference data.

    The Reference data screen appears.

  2. Click on the Name link to enter the details screen for the given reference data type.
  3. Click the Add new button.

    The Create new modal appears.

  4. Provide a unique name and select the activation status for the new value. Use the Show more details dropdrown to provide an optional description. For this example, we are creating a custom purpose value for Purpose.


  5. Click the Save button. The new value will be added to the list screen.
  6. Navigate to a dropdown field for which this new value was enabled to validate its use and status. Our example of creating a new value for the Purpose object is now available in the Purpose category field when creating a new standard purpose.
    Note:

    The new value must be in the Active status to appear.



To manage value status

Note:

You can manage the activation status of system and custom objects.

  1. On the Reference data screen, click on the name of an object.
  2. In the details screen where the object's values are listed, click the context menu icon of a value and then select Deactivate or Activate. A modal will appear.




  3. Confirm this action by selecting Deactivate (object name) or Activate (object name) button.
  4. The Status column will update with the chosen activation status.

To translate custom values

  1. On the Reference data screen, click on the name of an object.
  2. In the details screen where the object's values are listed, click the context menu icon of a custom value and then select Translate name.


    The Update term modal appears.

  3. Provide translated values for each of the available languages. This will display the appropriate translation of custom value to match the user's session language or the tenant's language selection.


  4. Click the Save button.

To delete custom values

  1. On the Reference data screen, click on the name of an object.
  2. In the details screen where the object's values are listed, click the context menu icon of a custom value and then select Delete.


    The Delete record modal appears.

  3. Click the Confirm button.
    Attention:

    Any associated records will no longer be able to reference this record once confirmed.

About Centralized Attributes and "Allow Other Options" Values

Prior to the introduction of these reference data objects, you were able to submit new, custom values via the "Allow Other Options" while submitting assessments. Now that these concepts have been centralized in Global Data Manager, you can no longer create new values from assessment or inventory responses. You must first create them in the Global Data Manager and then resubmit the assessment using those predefined values. If a required value does not exist, the assessment submission may fail or appear to be inconsistent if you are not using the predefined options (system or custom values) available in the Global Data Manager.

If an invalid response is detected, this means that value does not exist in Global Data Manager.

  1. Go the given assessment where the invalid response is shown.

  2. On the response screen, you will see all of the valid, existing options for that attribute.

  3. Check if any existing option is an appropriate equivalent.

  4. If a suitable value exists, select it and continue with the assessment.

  5. If no existing value is appropriate, go to Global Data Manager to create the new required option. Ensure that you save the new entry.

  6. Return to the given assessment.

  7. Clear the old, invalid response and select the newly created value from the list of available options.

  8. Now you can approve, reject, and resubmit the assessment as needed with the correct options.