Guided Onboarding Workshop: Privacy Rights Automation
Getting Started
Step-by-Step Onboarding Guide: Privacy Rights Automation
The below workshop outlines are for our Guided Onboarding services. If you have purchased Self-Service Onboarding, the order of configuration is still applicable. However, it will be self-service and we encourage you to utilize the above step-by-step guide to help with your own implementation. If you have purchased a Custom Program, the order of configuration depends on your agreed scope.
Click here to see the current list of available guided onboarding documents and step-by-step guides for self-service!
Workshop Outline
Implementation Outcome Summary
At the end of the set of workshops, Customer should be able to:
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Configure intake web forms
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Configure fulfillment workflow stages and subtasks
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Navigate the request queue and create views
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Fulfill requests by advancing stages and completing subtasks
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Respond to privacy rights requests utilizing response templates
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Configure column reports and dashboards
Kick Off
|
Prerequisites |
Responsibility |
|---|---|
|
Identify project stakeholders and requirement holders |
Customer |
|
Provide access to myOneTrust and "Getting Started" materials |
OneTrust |
|
Issue meeting invites |
OneTrust |
|
Workshop |
Responsibility |
|---|---|
|
Present kick-off deck - validate scope and set expectations for delivery timeline |
OneTrust |
|
Review key success criteria for implementation |
Joint |
|
Organize schedule for implementation workshops |
Joint |
|
Review platform, organizational hierarchy, and user roles |
OneTrust |
|
Discuss User Provisioning flow and SSO requirements, if applicable |
Joint |
|
Summarize key next steps |
OneTrust |
|
Follow-Up |
Responsibility |
|---|---|
|
Send meeting notes, action items, and delivery checklist |
OneTrust |
SSO Configuration Review (If Applicable)
|
Prerequisites |
Responsibility |
|---|---|
|
Identify and inform consultant of Identity Provider |
Customer |
|
Provide SSO overview guide and SAML metadata |
OneTrust |
|
Provide Identity Provider specific setup manual (if relevant) |
OneTrust |
|
Send invite for video-conference workshop |
OneTrust |
|
Workshop |
Responsibility |
|---|---|
|
Training on SSO Configuration functionality |
OneTrust |
|
Provision of updated deployment delivery checklist documentation |
OneTrust |
Workshop 1: Platform Foundation Training
|
Prerequisites |
Responsibility |
|---|---|
|
Share relevant MyOneTrust articles |
OneTrust |
|
Review MyOneTrust Knowledge Base and Lessons |
Customer |
|
Workshop |
Responsibility |
|---|---|
|
Organization Hierarchy Best Practices |
OneTrust |
|
Training on standard user account creation and user account privileges |
OneTrust |
|
Review platform and email branding (i.e. color schemes, logo) |
OneTrust |
|
Confirm OneTrust emails pass through Customer firewalls |
Customer |
|
Follow-Up |
Responsibility |
|---|---|
|
Send meeting notes, action items, and updated delivery checklist |
OneTrust |
|
Finalize and validate Organization Hierarchy configuration |
Customer |
Workshop 2: Web Form Configuration & Training
|
Prerequisites |
Responsibility |
|---|---|
|
Share relevant MyOneTrust articles |
OneTrust |
|
Review MyOneTrust Knowledge Base and Lessons |
Customer |
|
Host company logo on public facing URL |
Customer |
|
Workshop |
Responsibility |
|---|---|
|
Training on web form builder functionality |
OneTrust |
|
Training and configuration on module settings (retention policy, portal access etc.) |
OneTrust |
|
Training provided on multi-language and verbiage functionality |
OneTrust |
|
Configuration of web form(s) branding and verbiage |
Customer |
|
Configuration of web form(s) settings (uploads, captcha, approvers etc.) |
Customer |
|
Follow-Up |
Responsibility |
|---|---|
|
Send meeting notes, action items, and updated delivery checklist |
OneTrust |
|
Finalize, review and test web form(s) |
Customer |
|
Review and test multi-language web form(s) content |
Customer |
Workshop 3: Workflow Configuration & Training
|
Prerequisites |
Responsibility |
|---|---|
|
Share relevant MyOneTrust articles |
OneTrust |
|
Review MyOneTrust Knowledge Base and Lessons |
Customer |
|
Define process for managing data subject requests |
Customer |
|
Workshop |
Responsibility |
|---|---|
|
Training on workflow builder |
OneTrust |
|
Training provided on subtask and workflow setting configuration |
OneTrust |
|
Determine and configure ticket workflows and workflow settings |
Customer |
|
Determine and configure template subtasks |
Customer |
|
Determine and configure standard response templates |
Customer |
|
Follow-Up |
Responsibility |
|---|---|
|
Send meeting notes, action items, and updated delivery checklist |
OneTrust |
|
Finalize, review and test workflow(s), response templates and associated settings |
Customer |
|
Review and test multi-language workflow(s) and response template content |
Customer |
Workshop 4: Request Fulfillment Training
|
Prerequisites |
Responsibility |
|---|---|
|
Share relevant MyOneTrust articles |
OneTrust |
|
Review MyOneTrust Knowledge Base and Lessons |
Customer |
|
Workshop |
Responsibility |
|---|---|
|
Training on ticket queue and subject portal functionality |
OneTrust |
|
Training on standard response template builder functionality |
OneTrust |
|
Walk through a test request end-to end from Customer and Submitter perspective |
OneTrust |
|
Training on standard system emails and customization |
OneTrust |
|
Follow-Up |
Responsibility |
|---|---|
|
Send meeting notes, action items, and updated delivery checklist |
OneTrust |
|
Finalize, review and test overall flow, response templates and associated settings |
Customer |
|
Review and update default email verbiage |
Customer |
Workshop 5: Reporting & Dashboard Training
|
Prerequisites |
Responsibility |
|---|---|
|
Share relevant MyOneTrust articles |
OneTrust |
|
Review MyOneTrust Knowledge Base and Lessons |
Customer |
|
Workshop |
Responsibility |
|---|---|
|
Training on reports engines - PDF and Column Reports |
OneTrust |
|
Training on report scheduler |
OneTrust |
|
Training on risk reporting engine |
OneTrust |
|
Training on dashboards - out of the box and custom |
OneTrust |
|
Follow-Up |
Responsibility |
|---|---|
|
Send meeting notes, action items, and updated delivery checklist |
OneTrust |
|
Finalize reporting requirements and configuration |
Customer |
Workshop 6: Best Practices & Transition to Support
|
Prerequisites |
Responsibility |
|---|---|
|
Complete all workshops |
Customer |
|
Workshop |
Responsibility |
|---|---|
|
Final walkthrough of product end to end |
OneTrust |
|
Final walkthrough of product end to end |
OneTrust |
|
Close out final questions and open items |
Joint |
|
Disable any OneTrust user accounts tied to this specific module implementation project immediately (includes prod and non-prod environments) |
Customer |
|
Follow-Up |
Responsibility |
|---|---|
|
Send meeting notes and completed delivery checklist |
OneTrust |
|
Provide OneTrust Support team information |
OneTrust |