Inventory Review & Automation Feature Guide

Important:

This feature is under Public Preview for customers with solution packaging only. Please contact your account representative or OneTrust Support to request early access.

Introduction

Privacy managers often struggle to maintain visibility into new inventory records added to their data map, making it difficult to identify and mitigate risks promptly. This can increase the risk of non-compliance with evolving privacy regulations. Our new Inventory Review & Automation feature ensures your data map stays accurate and reliable at all times by automatically capturing and surfacing changes to inventories and data elements, giving you confidence and control over your privacy program.

Assets populated into your data map by Data Mapping Discovery Automation will appear in the Pending inventory screen. For more information on how to set up and manage automations, see Data Mapping Discovery Automation Overview.

To access the pending inventory

  1. On the Data Mapping Automation menu, select Inventory > Pending inventory. The Pending inventory screen appears.
  2. There are four key indicators that capture the count of inventory records in this screen:
    Total Pending
    pending inventory records that require review
    New records
    indicates if the inventory record is newly created
    Updated records
    indicates if the inventory record is existing and has been updated (e.g. new data elements).
    Similar records
    indicates if the inventory record is similar to an existing record. For more information, see Inventory Similarity Scans.
    Important:

    The Inventory Similarity Scans feature is under Public Preview for customers with solution packaging only. Please contact your account representative or OneTrust Support to request early access.



  3. The following columns are available to provide context for the records pending review:

    Column

    Description

    ID

    Numeric ID attributed to an inventory record in OneTrust.

    Name

    Display the named of the asset generated by the automation feature. If the automation is renamed post setup, the updated name will be shown.

    This column can be sorted to organize values alphanumerically.

    Inventory type

    Identifies the type of inventory record:

    • Assets

    • Entities

    • Processing Activities

    • Vendors

    Source

    Identifies how the record was discovered:

    • User Created

    • Bulk Import

    • Assessment

    • Integration

    • Automation (facilitated through Asset Detection functionality)

    Owner

    Identifies the current owner of the record. Hover over the initials to inspect the owner's full name.

    Review type

    Identifies the status of the inventory record:

    • New Record

    • Updated Record

    • Similar Record

    Last Updated

    Shows when the record was last modified.
  4. The Filter option is an additional filtering method to sort records based on values in any of the columns. Use multiple filters to narrow your search results. You can also use the search option to locate specific records based on name.


  5. Click on the row (not the name) of a given asset to display a side pane. In the Details tab, you can review information about the pending asset including General Information, Risk Summary, Hosting Information, and more.


  6. Use the Recent updates tab to track changes made to data elements in the inventory record.
    Important:

    The Review Data Element Updates feature is required to access this tab, which is under Public Preview for customers with solution packaging only. Please contact your account representative or OneTrust Support to request early access.



  7. You can use the context menu for a given inventory record to manage details and options, including:

    • Edit

    • Launch Assessment

    • Create Task

    • Change Status

    • Delete



To review pending inventory records

  1. On the Data Mapping Automation menu, select Inventory > Pending inventory. The Pending inventory screen appears.

  2. Click the Context Menu icon for a given row, then select Change Status. The Change Inventory Status modal appears.

  3. You have three actions available:
    Pending

    : represents records that are new or pending review and are not yet actively used by the organization. Pending records cannot be selected in assessment questions or as related inventory records.



    Active

    : represents records that are actively used by the organization. Active records can be selected in assessment questions and as related inventory records.



    Archive

    : represents records that are no longer used by the organization but are included in the inventory for record-keeping purposes. Archived records cannot be selected in assessment questions or as related inventory records.



  4. Click the Update Status button.
  5. Active assets are now ready for use in your data map. For additional information about managing inventory records, see our articles under Managing Inventories in the Data Mapping Automation Knowledge Base.

To manage pending inventory rules

  1. On the Data Mapping Automation menu, select Inventory > Pending inventory. The Pending inventory screen appears.

  2. Click the Manage Rules button. The Pending inventory rules screen appears.


  3. Click the Add Rule button for the desired rule type. This will allow you to configure a conditional rule that will list only specific records for review in the Pending inventory list screen. The rule configuration options are the same for both rule types.
    New records to review

    specify which incoming records should be reviewed on the Inventory Review page.

    Updated records to review

    specify which updates to existing records should be reviewed on the Inventory Review page.

    Field
    Description
    Rule Name

    Provide a unique name for this rule to provide purpose/context.

    Organization

    Choose the organization level where assets will be identified.

    Select Include child organizations to account for additional organization levels.

    Conditions

    Specify the conditions upon which this rule will run.

    • Trigger: Inventory Type or Source Type.

    • Select attribute: defaults to N/A

    • Operator: Equal To

    • Value: Changes depending on your selection of trigger.

      • Inventory Type selected:

        • Assets

        • Entities

        • Vendors

        • Processing Activities

      • Source Type selected:

        • Created by user

        • Bulk import

        • Assessment

        • Integration

        • Automation (facilitated through Asset Detection)

    Tip:

    Click the Add Condition Block button to specify additional conditions to narrow the scope of the assets that are populated for review. You will be asked to mark if the conditions should trigger if criteria meets any or all conditions.

  4. Click the Save button. The rule will be enabled by default.
  5. To delete a rule, click the Context Menu icon and select Delete.