Using Response Templates

Response Templates can be leveraged as your organization's preferred method of contact when responding to request decisions in the Requests screen or crafting messages to the data subject in the Privacy Portal. You can also create unique names for response templates per language code to differentiate between available templates. This allows organizations to customize response template names for individual languages so request approvers can readily discern between template titles and their intended purpose when responding to requests. In addition, users can now select the managing organization when creating and editing response templates.

To add a new response template

  1. On the Privacy Rights Automation menu, select Setup > Response Templates.

    The Response Templates screen appears.


    Response Templates screen in Privacy Rights Automation showing the Response Templates configuration options.
  2. Click the Add New button.

    The Add New Response modal appears.


    Add New Response modal in Privacy Rights Automation showing the Add New button and related options.
  3. In the Response Name field, enter the name of the response template.
  4. Choose a language for the template from the Language field list.
  5. Use the text editor to write and style your response template.
    Tip:

    OneTrust recommends to use bracketed text [like this] to indicate spaces where the person using the template should enter specific information relating to the request such as the the data subject's name or the justification for the response.

  6. Click the Add button.

To edit a response template

Note:

When you edit a response template, it does not change any messages which used the original text of the template. The new template is only used going forward.

  1. On the Privacy Rights Automation menu, select Setup > Response Templates. The Response Templates screen appears.

  2. In the row for the template you want to edit, click the Context Menu icon.


  3. Select Edit. The Edit Response modal appears.


  4. Edit the Language, Response Name, and Response fields as necessary,
  5. Click the Save button.

To export a response template

  1. On the Privacy Rights Automation menu, select Setup > Response Templates. The Response Templates screen appears.

  2. Use the checkboxes to select the response templates you want to export. The Export button appears in the header.

  3. Click the Export button. A conformation modal appears.
  4. Click the Close button. A Response Template Export notification appears in the Notifications popover.
  5. Click the Download button. The export downloads to your device.

To import a response template

  1. On the Privacy Rights Automation menu, select Setup > Response Templates. The Response Templates screen appears.

  2. Click the Import button. The Import Response Templates modal appears.


  3. Select an organization and configure file settings.
  4. Click the Upload files button to select a template to import.
  5. Click the Import button.

To delete a response template

  1. On the Privacy Rights Automation menu, select Setup > Workflows. The Response Templates screen appears with the Templates tab.

  2. In the row for the template you want to delete, click the Context Menu icon.
  3. Select Delete. A confirmation dialog appears.
    CAUTION:

    Deleting a response template is permanent. Once deleted, a response template cannot be retrieved by any means.

  4. Click the Delete button.

To filter the Response Templates screen

  1. On the Privacy Rights Automation menu, select Setup > Response Templates. The Response Templates screen appears with the Templates tab.

  2. Click the Filter icon. The Filter pane appears.

  3. Configure the filter as necessary.


    The following columns and their associated values can be applied as filters:

    • Organization

    • Source

    • Last updated

    • Updated by

    • Date created

The filter will apply automatically as you make your selections. Click Clear all to remove the filter and return to the list of Workflows.