Using Bulk Import Templates

Use bulk import templates to create or load many records at once, which helps save time, reduce manual effort, and move data into OneTrust more consistently. Different templates support different record types and may include specific requirements or limitations.

Note:

If you need to upload a file to update existing records, please refer to Using Bulk Update Templates.

Step 1: Download the import template

To import records in bulk, you will need to download the respective import template that you will use to add your data.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.

  2. On the Global Settings menu, select Data import > Import templates. The Import templates screen appears.



  3. Download the template that corresponds with the type of records you want to import.

Step 2: Update the template with your data

Once you have downloaded the necessary template, you will update the template with the data you want to add to the application.

  1. Open the downloaded file in Microsoft Excel.

  2. Update the template as needed for the records you want to import.

    Note:

    The bulk import process does not support the following characters when creating multiple inventory records: /, |, and ;. A new row is needed for each inventory record.

    In addition, allow the bulk import to complete before uploading more files. Files larger than 64 MB are not supported.

  3. Save the template to your computer.

Step 3: Import the template into the application

After you have added the data into the import template, you can import the template to add the data into the application. To view the status and result of your bulk import, select Data Import > Bulk Import on the Global Settings menu.

Note:

If there was an error in the upload, click the link in the Result column for the import to download a report indicating the errors.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.

  2. On the Global Settings menu, select Data Import > Bulk Import. The Bulk Import screen appears.

  3. Click the Bulk import button. The New import modal appears.

    Note:

    The Bulk import button is also available on the Import templates screen.



    Field
    Description
    Import Name

    Enter a name for the import.

    Import Description

    Enter a brief description of the import.

    Import Type

    Select the type of import which corresponds to the template you are using.

    File

    Click the Upload file button to select the field you want to import. Use the file explorer to select the spreadsheet you want to import.

  4. Click the Submit button. 

Entering values

Attribute values

  • Data has to be entered into bulk update templates in specific ways to ensure success.

  • Attribute values entered through bulk import are validated against the same criteria as those entered in the platform. 

  • If an attribute does not accept "allow other", only values listed on the Options sheet in the template can be entered.

  • Options are case sensitive. If the value is not entered exactly as it appears on the Options sheet in the template, the update will produce an error.

  • Use the pipe symbol | only to separate multiple selected attribute values in multiselect fields. Do not use it in names, free-text fields, or single-value fields.

Value Type

Description

Multiple Attribute Values

You can enter multiple values for multiselect attributes.

Enter the values separated by pipe symbols | without a space. You can use | only when entering multiple values for an attribute configured as multiselect in a bulk import template.

CODE 
Value1|Value2|Value3
Note:

If you use a vertical bar | to update the value of a text attribute, the update will fail. Only use this character to indicate multiple selections for an attribute which supports multiselect.

Single Attribute Values

For single attribute values, enter only one value. If an attribute is set up to only receive single values, entering multiple values on the bulk import template will cause the import to fail.

User Type Attribute Values

User type attribute values require either a valid email address or GUID to be entered. For user type attribute fields, such as the Business Process Owner field or the Representative Name field, enter the email address or GUID of the user.

Note:

If the Allow Other check box is selected for a user type attribute, you can add the email addresses of users who do not exist in the OneTrust system. If an email address is entered for a user who does not exist in the OneTrust system, an invited user will be created in the system and the user will not receive an email notification.

Blank values

  • If a required field is left blank, the import will fail. For more information on which fields are required, see Bulk Update.

  • If an optional field is left blank, the current data in OneTrust will be overwritten as blank.

  • If an optional column does not need to be updated, remove the column from the updated template spreadsheet. The existing data will remain in OneTrust.

  • If only certain data within a column needs to be updated, copy the existing contents of the column from the exported inventory spreadsheet and paste the contents into the update template spreadsheet to prevent the existing content from being overwritten. Then complete any updates to the content, as necessary.

Important:

Bulk updating inventory records in Data Mapping Automation

If you want to clear a field, you must add an <EMPTY> placeholder. If an <EMPTY> placeholder is not used, the current value will be kept, instead of being replaced with a blank field. Leaving a field blank during a bulk update of Data Mapping Automation inventory records will not overwrite existing data.

This behavior only applies when bulk updating Assets, Vendors, Processing activities and Entities in Data Mapping Automation. Bulk updates for all other records are unchanged.

Duplicate values

You cannot import duplicate attributes or duplicate attribute values. This is done to preserve data integrity, avoid ambiguous updates, and keep bulk import behavior consistent with the platform validation.

Deadline field format

  • Deadline fields within bulk import templates require the following date format: YYYY-MM-DDThh:mm:ss.SSSZ.

  • Within a separate sheet, you can use the following formula to convert regular dates containing YYYY-MM-DD to the required date format: =TEXT(A2,"YYYY-MM-DDThh:mm:ss.000Z").



  • Once converted to the required date format, you can copy the cell content and paste it into the necessary bulk import template. Ensure that you use the Values paste option to remove the formula from the sheet before importing.

Bulk import fields

Users

The following fields are required for bulk importing users. Complete the remaining optional fields, as necessary.

Field
Description
Action

Enter Create.

Email Address

Enter the email address of the user you want to add. The user will need to use this email address to log in to OneTrust and all OneTrust platform emails will be sent to this address.

First Name

Enter the first name of the user.

Last Name

Enter the last name of the user.

Organization

Enter the name of the organization to which the user belongs.

The organization must already exist in OneTrust for the bulk upload to work correctly. 

Note:

If duplicate organization names exist in your tenant, enter the Organization ID in the import template. If organization names are unique, you can enter the organization name.

Role

Select the role you want the user to have.

If you want to assign a user to a different role, you can reassign the user's role on the Users screen.

User Type

Enter whether the user is Internal or External.

Expiration Date(Optional)

Enter the expiration date for an external user's access to OneTrust in the format YYYY-MM-DD.

Note:

Only enter an expiration date for external users, as needed.

Department

Enter the department to which the user belongs.

Business Unit

Enter the business unit to which the user belongs.

Employee Id

Enter the employee Id of the user.

Manager

Enter the name of the user's manager.

Division

Enter the division to which the user belongs.

Job Title

Enter the job title of the user.

Office Location

Enter the office location of the user.

Send Activation Email

Enter True or False to indicate whether to send the initial activation email to the user.

Note:

A blank entry in this field is interpreted as True.

New Email Address

Enter the new email address to update for the user. The user will use this new email address to log in to OneTrust and all OneTrust platform emails will be sent to this address.

Note:

The email address can only be updated for active, internal users by users with appropriate permissions.

Organizations

The following fields are required for bulk importing organizations. Complete the remaining optional fields, as necessary. Available language codes can be found on the Default Language Reference worksheet.

Field

Description

Use Values in the Default Language Reference Worksheet

Action

Enter Create.

Org Name

Enter the name of the organization.

Parent Org ID

Enter the Org ID for the parent organization under which the organization is being created.

Note:

Child organizations cannot be created under a parent organization that is being created within the same import. The parent organization must already exist in the application in order to create a child organization under that specific parent.

Default Language

Enter the default language to be used for all emails sent at the organization level.

Approver

Enter the email address of the user who should be assigned as the default approver for assessments launched from this organization.

External ID

Enter a unique identification number for the organization that can be used to link to your external systems.

Description

Enter a description of the organization.

Processing Activities

The following fields are required for bulk importing processing activity inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.

Field

Description

Use Values in the Options Worksheet

Name

Enter the name of the processing activity.

Managing Organization

Enter the ID of the organization which manages the processing activity. The organization name can be entered only if no duplicate organization names exist.

The organization must already exist in OneTrust for the bulk upload to work correctly.

Note:

If duplicate organization names exist in your tenant, enter the Organization ID in the import template. If organization names are unique, you can enter the organization name.

Data Elements

Use the Options worksheet in the template to reference the options available. For more information, see Bulk Importing Personal Data.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.

Field

Description

Use Values in the Options Worksheet

Data Element Name

Enter the name of the data element.

Data Category

Enter the category of data to which the data element applies.

Data Classification

Enter the classification for the data element.

Description

Enter a brief description of the data element.

Assets

The following fields are required for bulk importing asset inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.

Field

Description

Use Values in the Options Worksheet

Name

Enter the name of the asset.

Managing Organization

Enter the ID of the organization which manages the asset. The organization name can be entered only if no duplicate organization names exist.

The organization must already exist in OneTrust for the bulk upload to work.

Note:

If duplicate organization names exist in your tenant, enter the Organization ID in the import template. If organization names are unique, you can enter the organization name.

Hosting Location

Enter the name of the country where the asset is hosted.

Glossary Terms

Field
Description
Data Asset Name

Add the name of the data asset.

Data Asset ID

Add the data asset ID. (Required)

Data Asset Type

Add the data asset type.

Data Source Name

Add the name of the data source.

Data Source Type

Enter a type of data source.

Parent Object Name

Enter the name of the asset's parent object.

Parent Object ID

Enter the ID of the asset's parent object

Friendly Name

Enter a friendly name for the data asset.

Description

Enter a description of the data asset.

Technical Owner

Enter a user who is the technical owner for the asset.

Data Steward

Enter a user who is the data steward for the asset.

Business Owner

Enter a user who is the business owner for the asset.

Content Type

Enter the content type.

Mark as Trusted

Enter True to mark as trusted.

Enter False to mark as not trusted.

Data Asset ID

Enter the data asset's ID.

Term Name

Enter a term name.

The following fields are required for bulk importing legal entity inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.

Field

Description

Use Values in the Options Worksheet

Name

Enter the name of the legal entity.

Organization

Enter the ID of the organization which manages the legal entity. The organization name can be entered only if no duplicate organization names exist.

The organization must already exist in OneTrust for the bulk upload to work.

Note:

If duplicate organization names exist in your tenant, enter the Organization ID in the import template. If organization names are unique, you can enter the organization name.

Primary Operating Location

Enter the name of the primary location that the legal entity operates in.

Field

Description

Use Values in the Options Worksheet

DataSubject

Enter the data subject identifier value.

PurposeID

Enter the purpose GUID as an alternative to the name.

PurposeName

Enter the purpose for which the consent has been granted.

CollectionPointID

Enter the collection point GUID as an alternative to the name.

CollectionPointName

Enter the collection point from which the consent receipt originates.

TransactionType

Enter the status for the purpose of the data subject.

Date
Note:

Ensure this cell is formatted as a text string and is not being automatically formatted by Excel.

Enter the date on which the consent was granted in the format yyyy -mm-dd. You can include specific time details in the format yyyy -mm-ddThh:mm:ss

Notes

Enter any relevant notes regarding the consent transaction.

Custom Payload

Enter the payload in which consent preferences are logged.

{Topics}

Each topic appears as its own column.

Enter a Y in the columns for the topics to which the data subject has consented.

If you select a topic for a purpose that does not have that topic, the row will not be uploaded and the upload will have an error.

Vendors

The following fields are required for bulk importing vendor inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.

Field

Description

Uses Values in the Options Worksheet

Name

Enter the name of the vendor.

Organization

Enter the ID of the organization which is responsible for the vendor. The organization name can be entered only if no duplicate organization names exist.

The organization must already exist in OneTrust.

Note:

If duplicate organization names exist in your tenant, enter the Organization ID in the import template. If organization names are unique, you can enter the organization name.

Type

Enter the type of vendor.

Engagements

The following fields are required for bulk importing engagements. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.

Field

Description

Use Values in the Options Worksheet

Engagement Name

Enter the name of the engagement.

Primary Vendor (GUID)

Paste the GUID for the engagement record.

Organization

Enter the name of the organization which is responsible for the engagement.

Note:

If duplicate organization names exist in your tenant, enter the Organization ID in the import template. If organization names are unique, you can enter the organization name.

Type

Enter the type of engagement.

Start Date

Enter the start date of the engagement (yyyy-mm-dd format).

End Date

Enter the end date of the engagement (yyyy-mm-dd format).

External Contact

Enter the email address of the external contact.

Notes

Enter any notes associated with the engagement.

Scope

Enter the scope of the engagement.

Controls Library

The following fields are required for bulk importing the controls library. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.

Field

Description

Use Values in the Options Worksheet

Control ID

Enter the control GUID as an alternative to the name.

Name

Enter the name of the control.

Organization

Enter the name of the organization that is responsible for the control.

Note:

If duplicate organization names exist in your tenant, enter the Organization ID in the import template. If organization names are unique, you can enter the organization name.

Description

Enter a brief description of the control.

Category

Enter the category of data to which the control applies.

Framework

Enter the name of the framework to which the control is a part of.

Findings

The following fields are required for bulk importing audit findings. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.

Field

Description

Use Values in the Options Worksheet

Finding Type

Select the finding type.

Finding Description

Enter a brief description of the finding.

Deadline

Enter a deadline for the finding.

Organization

Select the organization in which the finding was identified.

Note:

If duplicate organization names exist in your tenant, enter the Organization ID in the import template. If organization names are unique, you can enter the organization name.

Contracts

The following fields are required for bulk updating vendor inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.

Field

Description

Use Values in the Options Worksheet

Contract Name

Enter the name of the contract.

Type

Enter the type of contract.

Primary Vendor (GUID)

Enter the GUID for the primary vendor in which the contract is related. This information must be pasted from the exported inventory.

Organization

Enter the name of the managing organization responsible for the vendor. The organization must already exist in OneTrust.

Note:

If duplicate organization names exist in your tenant, enter the Organization ID in the import template. If organization names are unique, you can enter the organization name.

Status

Enter the current status of the contract.

Date Created

Enter the date of the contract agreement date.