Launching Assessments
You can use assessments to evaluate various aspects of your privacy program by creating and completing PIA/DPIAs, and assessing assets, processing activities, and vendors.
You can use assessments to gather information from areas of your business or to track progress against benchmarks.
For more information about launching assessments on inventory records, see Launching an Inventory Assessment.
For information about completing and reviewing assessments, see Responding to an Assessment and Reviewing and Completing an Assessment.
If the creator of an assessment is the same as the respondent and approver of the assessment, users will not receive email notifications when the assessment is Assigned, Approved, or Completed. However, if the assessment is auto approved upon submission then the respondent will receive the Assessment Completed notification.
To launch an assessment
Enter Assessment Details Screen Reference
|
Field |
Description |
|---|---|
| Add details | |
|
Name |
Enter a name for the assessment. |
|
Organization |
Select the organizational group which is responsible for the assessment. |
|
Launch Without Setting a Primary Record |
Select the checkbox to launch the assessment without selecting a primary record.
Note:
If you choose to launch an assessment without a primary record, the inventory information will not be pre-populated in the assessment. On an Admin-Driven template, selecting a vendor or engagement after launch links that record to the assessment but does not assign it as the primary record. Select the primary record before launching the assessment. If the respondent should select or create the primary record during the assessment, use the Respondent-Driven setting. |
|
Primary Record |
Select the pre-designated inventory record to become the main purpose of an assessment allowing it to be linked to other pre-populated related inventory and data element data. |
|
Approver |
Select the approver(s) for the assessment.
Use the plus and minus icon buttons to add and remove approvers.
Note:
The assessment approver will not receive an email notification when the assessment is created. Instead, they will receive an email notification once the assessment is launched and they are added as an approver. |
|
Description |
Enter a brief description of the assessment. |
|
Comment |
Enter comments to be provided to the respondent. |
|
Deadline |
Select a due date for the assessment. |
|
Reminder |
Enter the number of days before the deadline which the respondent(s) should be reminded to complete the assessment.
Note:
The reminder email will include a .ics attachment so the respondent(s) can add the deadline to a calendar. |
|
Tags |
Select the tag(s) that best suit the assessment. |
| Select participants | |
|
Select respondent |
Select the respondent(s) for the assessment or enter the email of a respondent who is not a OneTrust user to create an Invited user.
Note:
Respondents added by their email address can only access the assessment via the link emailed to them. Respondents can be above or below the assessment's organization level. |
|
Assign everyone to all sections |
Select this setting to assign all sections to all respondents. |
|
Assign participants to specific sections |
Select the setting to assign specific sections of the assessment to specific respondents. The assessment will display the progress of each respondent. If the setting is selected, the button will change from Launch to Next and will allow you to assign sections to respondents before launching. For more instructions on assigning sections, see Assigning Stages to Approvers and Configuring Approver-only Assessment Sections. |
| Select approvers for workflow stages | |
|
Select workflow approvers |
Select the workflow approver(s) for the assessment. Approvers must be at and above the assessment's organization. |
|
Assign workflow approvers to all stages |
Select this setting to assign all workflow stages to all approvers. |
|
Assign workflow approvers to specific stages |
Select the setting to assign approvers to specific approval stages when launching the assessment. If the setting is selected, the button will change from Launch to Next and will allow you to assign stages to approvers before launching. For more instructions on assigning stages to approvers, see Assigning Stages to Approvers and Configuring Approver-only Assessment Sections. |
To resend an assessment link to a respondent
When an assessment is launched, the respondent will be notified via email and provided with a link through which to access the assessment directly. You can resend the assessment link to the respondent if necessary.