Best Practices: Configuring Inventory Attributes

Inventory Attributes are the foundation of your data mapping efforts in OneTrust. They define the structure of your inventory records, influence how data is collected and displayed, and power key features like bulk imports and assessments. This article walks you through the journey of setting up and leveraging inventory attributes, from configuration in the Inventory Manager to their impact across the platform.

Step 1: Configure Attributes in the Inventory Manager

On the Data Mapping Automation menu, select Setup > Inventory Manager to begin your setup. This is where you define the data points (attributes) that will be collected for each inventory item, such as Data Subject Type, Legal Basis, or Retention Period.

When you select View on an attribute type, a list of default attributes provided by OneTrust will display. These are designed to help you get started, but they can and should be tailored to your organization’s needs.

Your next steps should include the following:

  • Activating the attributes that are relevant to your data mapping.

  • Deactivating any attributes that are not applicable.

  • Editing attribute options to reflect your organization’s terminology and processes.

  • Creating new attributes if essential data points are missing.

Each attribute can include a variety of input types (e.g., dropdowns, text fields, dates) and predefined options. For example, the Legal Basis attribute might include options like Consent, Contract, or Legitimate Interest.

For more information, see Adding, Editing, and Deactivating Attributes.

Tip:

Organize your attributes into sections to improve usability. These sections will be reflected in the layout of inventory records and import templates.

Step 2: View Attributes on the Inventory Details Screen

Once attributes are configured, they appear in the Details tab of each inventory record. This tab displays all active attributes, grouped into the sections defined in the Inventory Manager.

You can perform the following:

  • Manually populate attribute fields.

  • View data populated from assessments or imports.

  • Edit values directly within the record.

This structured view ensures consistency and clarity across your inventory.

For more information, see Adding, Editing, and Deleting Inventory Records.

Step 3: Bulk Import Inventory Records

When importing inventory data via Excel, the bulk import process uses your active attributes to generate the import template.

When importing inventories in bulk, please note the following:

  • The columns in the import spreadsheet are automatically generated based on your active attributes.

  • You cannot manually edit the column headers in the template.

  • Ensure your Excel data matches the attribute options configured in OneTrust.

This alignment is crucial for a successful import and helps maintain a consistent data structure across your inventory.

For more information, see Bulk Import.

Step 4: Use Attributes in Assessments

Inventory attributes also play a key role in assessments. When creating or editing an assessment, you can add Attribute questions that are directly linked to the attributes configured in the Inventory Manager.

Only active attributes will be available to use in assessments. If you need to update the options for a question, you must return to the Inventory Manager to make those changes.

You can also enable Pre-populate Attribute Questions in your assessment template to carry over responses from existing inventory records. This is especially useful for follow-up assessments like DPIAs or PIAs.

For more information, see Adding, Editing, Reordering, and Deleting Questions and Data Mapping Automation: Updating Inventory Records with Assessments.

Summary: A Connected System

Inventory Attributes are more than just fields: they are the connective tissue of your data mapping framework. A thoughtful setup in the Inventory Manager ensures consistency and efficiency across:

  • Inventory records

  • Bulk import templates

  • Assessment questions

By customizing your attributes to reflect your organization’s needs, you create a scalable and structured foundation for managing your data inventory in OneTrust.