Customizing a Web Form

To customize web forms

On the Privacy Rights Automation menu, select Setup > Web forms. The Web form templates screen appears.
Click the View button on the web form you want to customize. The Web form customization screen appears.
On the Web form customization screen, you can customize the web form to meet your organization's brand standards and business needs. Refer to the sections for additional guidance on the available options for fields, text, styling, and more. For general navigation reference, see the Web Form Customization Screen Reference.
Click the Save button when you are finished customizing.
Open the Context Menu icon and click Preview to preview and test the web form.

Note:
For information on generating links, see Generating a Web Form Link. You may need assistance from your organization's marketing team to implement these links on your organization's website(s).

Web Form Customization Screen Reference

Form Fields

Configure the form fields for your given web form template.


Instruction Descriptions
Set the default language for the web form. Note: The Enable language preference setting must be enabled in the Settings tab in order to customize language preferences for the web form.
Use the Drag and Drop icon to arrange the order of the form fields on the web form template.
Click the Edit icon to revise a form field.
Click the Hide icon to remove a form field from the web form template, but not delete it.
Click the Show icon to add a hidden response option to the web form template.
Click the Add new button to add a new form field.

Form Field Types

Form fields can be configured by several field types. The I am a (an) field establishes the relationship between the data subject and your organization. The Select request type(s) field determines which types of requests the data subject is making.

OneTrust web forms support two types of form fields: Standard and Custom.

Standard: default fields provided on the web form template. These fields can be customized as necessary.

Custom: new fields added to the web form configured with specific field types and field options. Custom fields updated via the Update Request Custom Fields API will populate and organize in the Request details screen according to the following conditions:

Ordered
- Submitted via web form
- Submitted via API using field key
Unordered
- Submitted via query parameter
- Submitted via API using field name

In the Field type field, select the type of field you want to create.
Click the Create button to add your new custom form field. For information on how to edit the available field options, see Form Field Edit Options .

Note:
For more information on reporting custom and standard fields, see Reporting Options for Privacy Rights.

Field: Description
User Input: Allows the user to enter custom values including free text, email, and phone numbers.
Selection: Allows the user to select from a defined set of options.
Number: Allows the user to enter numerical values into the field. This input type requires a custom validation.
Email: Allows the user to enter an email address.
Date picker: Allows the user to select a date from a date picker.
Content Block: Allows the user to add rich content to the web form, such as statement text, supporting description text, or embedded videos.

Form Field Edit Options

The available form field edit options will depend on your selected field type (i.e. subject and request type fields uniquely have Display Type and Enable Multi-Select settings, where as user input fields like first name or address are single-select response fields).

Field

Description

Hide from web form

Enable Hide from web form to omit the field from the web form. You will need to assign a default value that will be automatically populated for the form for specific user types.

This setting is only applicable to the following fields:

Seeded request type
Seeded subject type
Seeded country field

Label

Edit the label for a form field.

Description

Enter a brief description of the field which will appear as a tooltip when a data subject hovers over the field label on the web form.

Internal

Enable this setting to only show data entered in the field within the admin console. It will not be shown to the data subject in the Data Subject Portal and will not appear in notification emails sent to the data subject.

Required

Enable this setting to require a form field entry before the web form can be submitted.

Mask entry In email

If you enable this setting, data entered in this field will appear in the admin console and data subject portal normally. In notification emails, the data will be obscured and not readable.

Mask entry in web form

If you enable this setting, data entered in the field will be masked in the web form, the Data Subject Request details screen, and the Data Subject portal to prevent unnecessary access to sensitive data. Access permissions are assigned by user roles.

Data collected for identity verification

Enable this setting to allow the field to collect information that will be used to verify the identity of the individual submitting the request.

Display type

Select how options will be displayed to the user, either as a list selection or as buttons.

Enable Multi-Select

Enable Enable Multi-Select to allow the data subject to select multiple field responses when the field has been configured with multiple selection options.

Options

Add and delete the available options for the field response. Use the Drag and Drop icon to arrange the order of the options.

Custom validation

Enter the regular expression (regex) that will be used to validate the input for the field.

Preview text

Enter the text that will appear in the field as a prompt for the data subject.

Validation error message

Enter the message that will be displayed if the data entered in the field cannot be validated.

Email

The seeded email address field can be enabled with the Enable confirm email setting to ask data subjects to re-enter their email to validate their input.

Address Line 2

Authorized users can update web forms with a second address line user input type field to intake an additional physical address on a web form. Any settings turned on for the Address field, (Internal, Mask Entry in Email, etc.) will also be applied to this second field. This field will remain an optional field even if the main Address field is required.

On the Web form customization screen, open the Form Fields section and click the Edit icon for Address.
Scroll down to locate and turn on the Enable address line 2 setting.
The web form preview will update with the second address line. Once saved and published, the web form can now intake an Address line 2 field during request submission. This additional intake field will appear in request details.

Form Text

Write and edit customized messages to assist data subjects completing the web form.

Click the Edit icons to revise the text.

Field: Description
Welcome text: Enter a greeting that informs data subjects on the purpose and how to complete the web form.
Footer text: Enter contact information for your organization.
Submit button text: Customize the text of the submit button.
Thank you page: Enter the text that will appear on the screen when the data subject submits the form. This should provide next step instructions for data subjects when they submit the web form.

Form Styling

You can fully customize the look and feel of your web form to match your organization's brand standards.

Field

Description

Web form favicon

Click the Upload button to select an image or logo for your organization's web form. The favicon will appear in the browser tab.

Header logo

Click the Upload button to select the logo you want to use in the header of the web form.

Click the Deleted icon to delete an uploaded header image.

Header logo alt text

Enter alternate text for the Header Logo for accessibility.

Header height

Enter the desired height of the header, in pixels.

Header color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the header to be.

Welcome text color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the welcome text to be.

Welcome text size

Enter the size you want the welcome text to be, in pixels.

Form label color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the form label to be.

Active button color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want responses to be when they are selected.

Active button text color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the text to be on responses when they are selected.

Attachment description text color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the text describing attachments to be.

Attachment description text size

Enter the size you want the attachment description text to be, in pixels.

Attachment button text color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the text to be on the Upload attachment button.

Attachment button text size

Enter the size you want the attachment button text to be, in pixels.

Attachment button color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the attachment button to be.

Submit button color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the Submit button to be.

Submit button text color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the text to be on the Submit button.

Footer text color

Use the color selector or enter the hexadecimal code (format #XXXXXX) for the color you want the footer text to be.

Footer text size

Enter the size you want the footer text to be, in pixels.

Attachment Settings

This option will only appear in the Web form tab if you have turned on Enable attachment upload > Require Attachment?.

Note:

You can preview a data subject request attachment from the Request details screen. This feature helps mitigate breach exposure risks by allowing users to preview the request attachment rather than downloading files to their machines.

On the Request Details screen, select the data subject's attachment in the messaging portal to populate a preview window.

For more information on accepted attachments and file size limitations, see Accepted File Types for Privacy Rights Automation.

Field: Description
Require attachment?: Enable to require the data subject to upload an attachment before the request can be submitted.
Description: Enter a brief description of what the data subject should attach.
Button text: Enter the text you want to appear on the Select a file button.
File size limit text: Enter the message you want to appear when a data subject attempts to upload a file that is too large.

Web Form Character Limits

You can customize the text and labels in your web form. The following character limits apply to each type of field or label option.