Building and Editing a Document

You can create standards, policies, or procedures for your organization directly from the Policy module. To configure a document, you must open the document and navigate to the Builder.

To open the document builder

  1. On the Policy menu, select Standards, Policies, or Procedures.
  2. Select the document you would like to build out a document.
    The Details screen appears.
    Note:

    This screen also appears after creating a new document.

  3. Open the OneTrust Builder by clicking the version number, Go to Builder button, or Create New Version button on the Details screen.


  4. On the Choose Builder screen, choose between the Upload Document, OneTrust Builder, or Microsoft Word Online options to build your document.
    Note:

    This screen only appears for the first version of a new custom document being built without using a template.



  5. Click the Select button.

To upload document content

You can upload existing document PDF and offline word files from your organization. The PDF upload feature is not currently supported for users on Internet Explorer 11.

Tip:

Word files created using Desktop Word that include section breaks will display blank spaces that cannot be deleted once uploaded to OneTrust. To improve control over the document format, we suggest removing the section breaks prior to uploading into OneTrust.

For more information, see Showing Section Breaks and Deleting Section Breaks.

  1. On the Choose Builder modal, select Upload Document.
  2. Click the Select button.
  3. On the Upload Document modal, click the Select File button.


  4. Choose the .pdf or .docx file you would like to use as your content.
  5. Click the Upload button.
  6. On the Builder screen, click the Publish button to publish the document. If you would like to upload different content and overwrite the current document, click the Upload Document button.
    Note:

    The Builder screen only appears if you upload a PDF file type. To publish a .docx file, click the Context Menu icon next to the draft version and select Publish.

To add content to the document using Microsoft Word Online

To add content to the document using the OneTrust Builder

  1. In the Document Builder, click the Add Section button.

    The Add Section modal appears.

  2. Complete the fields. For more information, see Add Section Modal Reference.
  3. Click the Add button.

    The rich text editor appears.

  4. Write and format your document using the rich text editor.


    Note:

    You can preview the policy to view the format, layout, and settings. To preview, click the Context Menu icon and select Preview.

  5. Click the Save button to save your changes.
  6. Repeat these steps for any additional sections that you want to add to your document.
    Note:

    You can reorganize the order that sections display in your document by dragging and dropping the sections in the Section pane.

  7. Click the Publish button to publish the document.
    The Publish modal appears.
    Note:

    Click the Save button to save all changes made without publishing the document.

    If you are publishing edits to a new version, enter a description of the changes made, and click the Publish button.

  8. Click the Confirm button.

Add Section Modal Screen Reference



Field
Description
Section Name

Enter a name for the section within the document.

Section Description

Enter a brief description of the section.

Show Section Header

Enable this setting to show the section header in the document. Disable this setting to hide the section header from the document.

Show Section Icon

Enable this setting to show a section icon on the document..

To delete a section

  1. In the Builder, click the Delete icon button in the Settings menu for the section you want to delete.

    The Delete Section modal appears.

  2. Click the Delete button.

To add comments to documents

You can add and review comments to easily collaborate between document owners and approvers throughout the document lifecycle.

  1. On the Document Details screen, click the Comments link.
    The Comments pane appears.

  2. Type a comment in the comment box using the text editor as needed. You can mention users directly within comments using the icon to trigger both an in-app notification and email notification.
    Note:

    Use the Context Menu icon to delete or edit existing comments.

  3. Click the Add button to add your comment. The comment will be visible to other stakeholders with access to the document.

To view track changes

  1. In the Builder, click the Context Menu icon.
  2. On the Context menu, select Track Changes.

    The Track Changes screen appears.

  3. Use the right-navigational pane to view all changes made to various versions of a document.
    Tip:

    New content added to a document will be highlighted in green and any deleted content is highlighted in red and formatted as strikethrough text.

To publish a document

  1. In the Builder, click the Publish button. The Publish Document modal appears. If you are publishing a new version of an existing document, you will be asked to select the version type, enter a description of changes, and if you would like to add the document to the Document Library.




    Note:

    If you want this document visible to all users, check the Show document to all organization levels box. Changes to this setting can be tracked on the document Activity tab and the new Visible to all users in document library attribute which are dynamically updated based on the setting status. This is only available when publishing a new version of an existing document.

  2. Click the Publish or Confirm button.

    The status of the document will be set to Published. The status of any previously published version of this document will be set to Archived.