PIA & DPIA Automation: General Knowledge FAQ

Unless they have been given special permissions by the organization, the Default Approvers are:

• Site Admins

• Privacy Officers

• Managers - Assessment, Vendor, Data Mapping Automation, IT Risk, and Incidents

Template Inventory Question.

Yes. When reassessing, you are pulling the latest information from the inventory record, Not Applicable / Not Sure responses do not update the attribute on the inventory record.

Users can enter the external respondent's email address in the Respondent field on the Assessment Details screen. The respondent will receive an email with a link to the assessment and will be able to complete the assessment without a password needed.

No, there is not a system role specifically for approving assessments. User roles with the following permissions can approve assessments:

• Assessment Approve

• Assessment Can Be Approver

For Internal (Or any non invited) Users, there is no expiration to the Assessment Notification email links.

For Invited Users, here are a few things to consider:

• The Assessment Notification email link is valid until the assessment is completed.

• If Assessment is not completed for more than 365 days, then it expires after 365 days of the first email sent.

The employees will need to have a login to access, but they can be given Project Owner roles with the Restrict Assessment Creation To SSP setting enabled.

The question was not set up with an inventory relationship. Ensure that a relationship has been configured on one of the inventory questions via the chain-link icon.

No, it it is not possible. An assessment copy does not have a distinctive field or marker that distinguishes it from newly created assessments. The individual assessment's activity history will confirm if the assessment is a copy, but it is not a reportable field.

Project Viewer is not a role that allows you to view all records. Instead, it is a read-only role for the user's assignments. In other words, you assign records to the Project Viewer and then they will have read-only access to that content. Project Viewers cannot see beyond their assignments.To allow read-only access to all of the module content and inventory records, you need a custom role with more permissions. Use Project Viewer as a base, create a copy, and add permissions as needed to provide access to all of the module content.

For more information, see Creating and Editing Custom Roles and Using System Default Roles.

When a respondent is deleted, the system automatically replaces them with the default approver for that assessment's organization. This ensures that the Respondent field, which is required, always has a user assigned.

No. You can create another version and re-publish it once you have manually reverted the changes. If you want to compare the content prior to your changes with the new version, click the Context Menu icon on your template and select Show/Hide Versions.

No. Questions are added in sequential order and display aligned. If questions are only relevant in certain scenarios depending on the response to another question, consider using Skip/Show logic to hide the questions unless specific conditions are met.

No. Not Sure or Not Applicable will not override previous responses to an attribute question upon reassessment. The response from the previous assessment will be retained on the inventory record.

To allow respondents to update an inventory attribute with a Not Sure or Not Applicable response, you can create a Not Sure or Not Applicable option for the attribute. When that attribute option is selected as a question response, the response will update the inventory record upon assessment approval.

The Self-Service Portal does not yet support translated template names. This functionality is being considered for a future enhancement. For more information on the feature and it's availability please see Translate SSP Template Names in the OneTrust Ideas Portal.