Bulk Updating Inventory Records

You can update Data Mapping Automation inventory records in the Privacy Automation solution, such as processing activities, data elements, assets, legal entities, and vendors, in bulk using the related update template and the Bulk Import screen. These inventory records are part of Data Mapping Automation, but they can also support related Privacy Automation workflows such as PIA and DPIA processes. For these inventory records, OneTrust recommends exporting the existing records first and then using that export to complete the update template.

To export inventory records

  1. On the Data Mapping Automation menu, select the type of inventory record you want to update. The respective Inventory List screen appears.

  2. Click the Export button. The Export Inventory modal appears.

  3. Select the Export All option button.
    Note:

    OneTrust recommends using the export to help build the import template. However, please validate the columns in the import template as the columns may differ when compared to the export.

  4. Click the Export button. A task is initiated for the export.
  5. Click the Notifications icon in the upper right-hand corner. The Notifications popover appears.

  6. Click the export you want to download. The file downloads to your local system.

To update inventory records in bulk

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Data import > Import templates.
  3. Download the update template which corresponds to the inventory you want to update.
  4. Copy and paste the data from the exported inventory spreadsheet into the update template spreadsheet.

    • The first example below shows an exported inventory spreadsheet for processing activities.



    • The second example shows the rows that were copied from the exported inventory spreadsheet and outlines the changes a user made using the Update Processing Activities template.



  5. Complete the update template spreadsheet with the additional changes you want to make.
    Note:

    The bulk update process does not support the following characters when updating multiple inventory records: /, |, and ;. A new row is needed for each inventory record.

  6. Navigate back to Data import > Bulk import.
  7. Click the Bulk Import button. The New import modal appears.
    Note:

    The Bulk import button is also available on the Import Templates screen.

    Field
    Description
    Import Name

    Enter a name for the import.

    Import Description

    Enter a brief description of the import.

    Import Type

    Select the type of import which corresponds to the template you are using.

    File

    Click the Upload file button to select the field you want to import. Use the file explorer to select the spreadsheet you want to import.

  8. Click the Submit button.

Assets fields

Important:

Use the Options worksheet to reference the available options. GUIDs, names, and other record information can be found on the Options worksheet and in the inventory export.

Field

Description

Use Values in the Options Sheet

Inventory GUID

Paste this information from the exported inventory.

Name

Enter the name of the asset.

Managing Organization

Enter the name of the organization which is responsible for the asset.

The organization must already exist in OneTrust.

Hosting Location

Enter the location where the asset is hosted.

Data Elements fields

Important:

Use the Options worksheet to reference the available options. GUIDs, names, and other record information can be found on the Options worksheet and in the inventory export.

For more information, see Bulk Importing Personal Data.

Field

Description

Use Values in the Options Worksheet

Data Element Id

Paste this information from the exported inventory.

Data Element Name

Enter the name of the data element.

Data Category

Enter the category of data to which the data element applies.

Data Classification

Enter the classification for the data element.

Description

Enter a brief description of the data element.

Legal Entities fields

Important:

Use the Options worksheet to reference the available options. GUIDs, names, and other record information can be found on the Options worksheet and in the inventory export.

Field

Description

Use Values in the Options Sheet

Inventory GUID

Paste this information from the exported inventory.

Name

Enter the name of the legal entity.

Organization

Enter the name of the organization which manages the legal entity.

The organization must already exist in OneTrust.

Primary Operating Location

Enter the name of the country where the legal entity is hosted.

Processing Activities fields

Important:

Use the Options worksheet to reference the available options. GUIDs, names, and other record information can be found on the Options worksheet and in the inventory export.

Field

Description

Use Values in the Options Worksheet

Inventory GUID

Paste this information from the exported inventory.

Name

Enter the name of the processing activity.

Managing Organization

Enter the name of the organization which manages the processing activity.

The organization must already exist in OneTrust.

Vendors fields

Important:

Use the Options worksheet to reference the available options. GUIDs, names, and other record information can be found on the Options worksheet and in the inventory export.

Field

Description

Use Values in the Options Sheet

Inventory GUID

Paste this information from the exported inventory.

Name

Enter the name of the vendor.

Organization

Enter the name of the managing organization responsible for the vendor.

The organization must already exist in OneTrust.

Type

Enter the type of vendor.