Overwrite/Append Inventory Behavior
Related Inventories can be overwritten, appended, or removed from the associated assessment depending on if the specific inventory is pre-populated or added after the assessment has been launched. Pre-populated responses will get overwritten upon approval and responses that are not pre-populated in the related inventory questions will get appended.
Configure relationships between inventory questions on any template you choose to be pre-populate personal data questions, primary record questions, attribute questions, and related inventory questions. For more information, see About Inventory Linking and Relationships and Updating Inventory Records with Assessments.
This article begins with assuming the user has set up the related inventories using the Data Mapping Automation module. For information on how to setup related inventories, see Relating Inventories.
Overwriting Inventories on Assessments
In the OneTrust application, users can use Assessment Templates to create inventory questions and relate those questions to each other. Users can assess any inventory record and ask questions (I.E. What asset am I using for payroll processing or where am I storing the data used to accurately assist in the payroll process?) associated and related with that inventory. Those questions along side the inventory records help build a data mapping process to assist with knowing where and from whom that data is being disseminated. Whenever a user places an inventory question on a template and asks how it relates to the other inventory questions within the template, the user is able to Configure Relationships between those two questions.
Configuring Relationships
Configuring relationships will allow users to create relationships between those inventory questions. There are multiple ways to relate the questions to each other using Relationship Types: Destination/Access, Storage/Processing, or Source/Collection. These methods of relating inventories can be managed in the Data Mapping Automation module, which allows you to add individual inventory records to assets, entities, vendors, and processing activities. Utilizing the inventory records users can define the relationship between the two inventory questions.
Best Practice: When building your template in the Template Builder, designate a Primary Record question and configure other inventory questions to relate it.
Setting the Primary Record While Launching an Assessment
Once the template is published, users can now launch assessments using that template recently published. When launching the assessment set the Primary Record on the assessment while on the Launch Assessment screen. This action will pre-populate the primary record, attribute, related inventory, and personal data questions all in one assessment based on which relationship type the user has chosen.
Participating in this action, allows the process to decide which question to pre-populate and therefore providing the question on the assessment. In the example below, the asset is related to the processing activity, which is the Primary Record. It shows that in the highlighted blue label, that both have been pre-populated due to a successfully configured relationship.
Updating Pre-populated Responses
As a respondent, clicking the pre-populated response and selecting an updated version of that asset that represents your company will in fact overwrite the previous asset or inventory record that had been previously related with the inventory question as soon as that assessment is approved. The system will update the data mapping record automatically.
Looking back on the Data Mapping Automation inventories menu, the related asset has been overwritten to display the updated related inventory (In this case, the asset with the dissemination/access relationship type) record to reflect the change made on approval of the assessment.
There is an option to assist in the prevention of overwriting inventory records by allowing Not Sure and/or Not Applicable as acceptable answers in the assessment.
By enabling this option in the Template Builder, it allows the respondent to select this option without overwriting the related inventory records and therefore leaving the data mapping record untouched.
Appending Inventories on Assessments
Launching an assessment that does not contain a Primary Record or contains an inventory that has multiple matching records/no records at all, will cause the inventory's behavior to append rather than overwrite upon approval of the assessment. Due to the assessment not containing any pre-populate questions, the respondent may manually select the best option by enabling the selection menu on the related inventory question in the assessment.
This action will add the selected inventory record to the related inventory list in the data map instead of overwriting the inventory record completely.