Managing Data Element Visibility Based on Organization

You can configure, for each organizational group, what data elements can be selected as personal data. This ensures organizations can operate independently to manage the visibility of data elements and allow, at each level, what is and is not seen.

Note:

To manage data element visibility, you need specific permissions. These permissions are included by default in the Site Admin, Privacy Officer, and Data Mapping Automation Manager roles. For information about the specific capabilities of OneTrust's default roles, see Managing Roles.

To manage data element visibility

  1. On the Data Mapping Automation menu, select Inventory Manager under Setup. The Inventory Manager screen appears.

  2. Click the View button on the Personal Data Configuration tile. The Personal Data Configuration screen appears.

  3. Go to the Data Elements tab.
  4. Click the Manage Visibility button. The Organization Visibility Filters screen appears.
    Note:

    You can also access this screen by selecting Organization Visibility Filters from the Data Mapping Automation section of the Global Settings menu.

  5. Click the View button on the Data Element Visibility tile. The Manage Data Element Visibility screen appears.

  6. Select an organization from the Select Organization field.
  7. Use the check boxes to select which data elements should be visible to the organization.
  8. Click the Save button.

To manage visibility within organizations

  1. Add a new data element through the personal data configuration screens. Make sure the data element has been assigned to all the relevant data subject types so that it becomes an available option.
  2. On the Data Elements tab, click the Manage Visibility button. The Organization Visibility Filters screen appears.

  3. In the Select Organization field, select the organization you wish to configure.


  4. Search the data element added to verify it has been created, then click the Save button. This ensures that the data elements will be visible in the personal data question for assessments/inventory records.


About the Override Setting

  • If the setting is OFF, the current organization is inheriting its' visibility configuration from its nearest parent organization that has an override enabled.

  • If the setting is ON, the current organization is using its own visibility configuration and you can modify what is visible/hidden for that organization and its children.

    Any child organizations will always inherit visibility configuration from the nearest parent organization with an override enabled.



  • After enabling the override, clear the Automatically Add New Elements checkbox to prevent new elements from being added.

    Note:

    When the checkbox is not selected, any new data element added through the personal data configuration screen will not be displayed in the personal data question for assessments or inventory records that belong to that specific organization.

    In order to make any new data element visible to that organization, you need to access the visibility configuration screens, and manually find and select the new data element, and then click Save.



Managing Visibility Of Data Elements: Things to Know

Auto-Add Checkbox

  • If auto-add new elements is enabled for an organization, this means every time a new data element is added, the data elements will be visible and available for selection in the personal data question for that organization (or any organizations inheriting their visibility configuration from this organization).

  • If auto-add new elements is not enabled, whenever a new data element is added through the configuration screen, that element will not be selected and will not be visible in the personal data question for that organization (or any organizations inheriting their visibility configuration from this organization).

Previewing Visibility

  • Previewing visibility allows you to check what options a respondent will see in the personal data question in an assessment for a specific organization.

  • You can simulate what an end user would see in a new personal data question by visiting your Process Inventory and adding a new inventory record at the organization you wish to test.