Step-by-Step Onboarding Guide: Settings & Administration
Getting up and running with OneTrust
Thank you for choosing OneTrust to help manage your privacy, security, and governance program needs.
The solution is designed to be intuitive and easy to configure and this guide will take you through each step of setting up the tool, one by one. The OneTrust Settings & Administration Step-by-Step guide encompasses a variety of configurable settings and other administrative capabilities available within the application.
And if you have questions along the way, or at the end of your implementation, you can reach out to the team who will be happy to help.
Let’s get you started
Follow the steps below to get OneTrust set up and aligned with your organization. Each stage of the process is covered by comprehensive guidance and support collateral on the my.onetrust.com online resource platform and this guide will direct you towards all the information you need.
Setting and Administration Configuration
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my.onetrust.com is OneTrust’s official online community for OneTrust users, partners, and experts. Throughout this document, there will be links to articles hosted on my.onetrust.com that will give you further information on each step. Because of this, you will need to ensure you and your team, have access. If you are a Site Admin user in a OneTrust application account, you will automatically get access to this OneTrust user community and will just need to set up your password upon first access. For any other users requiring access, there are two options:
Once you have access, you can begin exploring. Knowledge Base Review product documentation to learn more about features and how to configure your system to best support your needs using the articles available in the Knowledge Base. You can further read about the latest features and enhancements by clicking Product Updates > Release Notes. Get Help Access troubleshooting resources related to an issue you may be having by selecting the corresponding topic and entering a description of your issue. Related articles will be dynamically populated based on your entry. You can also ask your questions within our community groups by clicking the View Community tile and posting within the community group to which your question relates. Groups Discuss use cases, best practices, and more with other OneTrust users and the OneTrust product team. Ask and answer questions, vote in polls, and read about how other organizations are operationalizing privacy through OneTrust. Earn points and badges for your contributions to the community to achieve Expert status. User Guides You can obtain user guides for OneTrust modules as well as a complete release version of the OneTrust application here. OneTrust Ideas Contribute your suggestions to the OneTrust product team and development roadmap by submitting ideas for new features and improvements, voting on ideas submitted by others, and leaving comments to help OneTrust understand how to help your organization succeed. The OneTrust product teams monitor the Idea Exchange to see what is popular and interesting to our users. The product team uses the number of votes when considering which ideas to prioritize in the product roadmap. Developer Portal (Only relevant if you have purchased technical modules) OneTrust offers technical information about API integrations and calls through its Developer Portal. You can access the OneTrust Developer Portal here, using your my.onetrust.com login credentials. For further information relating to my.onetrust.com, click here. |
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The OneTrust application is where you will be performing your configuration, adapting the tool to suit your business needs. Navigation To learn about navigation around OneTrust, use the below articles: Using the Main Navigation Menu User Preference Settings To learn about the various settings Users can configure for notification purposes, see the below articles: Viewing Notifications in the Application Enabling Notification Summary Emails General Settings |
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Organizational Hierarchy The organizational hierarchy is the structure of organizations within the OneTrust application that define user access to business objects such as assessments, inventory records, data subject requests, and more. Multiple organizations can exist within a single account. Users can only access business objects at their organizational group and below within the organizational hierarchy. Each organizational group has a default approver. The default approver will be automatically assigned as the approver to any assessments associated with the organizational group unless another user is selected. It is important to have your organizational Hierarchy configured before you begin importing data and working within the tool as you will need to specify which organization the data belongs to and will be managed by. Common Use Cases:
Use the following articles to help you set this up: Setting Up the Organizational Hierarchy Users Each application user will need their own profile so that access is granted to only authorized users and user actions can be accurately captured and monitored in the application. You can add users to your account directly from the application interface or via a bulk import. You can also deactivate user profiles and, if necessary, reactivate them to account for organizational changes. User Profile Attributes You can configure certain attributes to display alongside users' names across the OneTrust application. Attributes, such as job title, department, and office location, can be included to better differentiate one user from another, which can be particularly useful when selecting the user to which you want to send an assessment or assign a Data Subject Access Request (DSAR) subtask. Configuring User Profile Attributes User Groups You can also create user groups to manage users and their assigned subtasks across the OneTrust platform. Roles The application uses roles-based access control to prevent the misuse of functionality. Features in the application are tied to permissions. If a user does not have permission to utilize a feature, it will not be accessible in the interface. There are system default roles which you can assign to users. There are various preconfigured roles within the application that you can assign to users. However, if you need a custom role to better meet your organization's needs, you can create a new role either from scratch or from a copy of another role. We recommend starting off with a copy of an existing role and adjusting the permissions accordingly. Note: Custom Roles require to be manually managed. We have regular system releases (every 3 weeks or so) and permissions do not get updated in these releases. This means that new permissions may be added that are required for the user to have a ‘normal experience’, and so users may find issues due to recent permission updates. See the below article for more details: |
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Single Sign On Site administrators can configure OneTrust to leverage the organization's SSO protocols to enable users to access the application with their existing credentials. SSO will enable your organisation to have full control via your IDP over users accessing your application. It will enable you to authenticate who is connecting as well as allow you to create users automatically via JIT (“Just in time”) access. Note: creating users via SSO requires at minimum to receive via SAML the user’s first name, last name and email address. Role and organisation can either be filled by default Just in time values setup on the SSO section within OneTrust or by custom values passed through the XML via the attributes. Before you start the configuration process, you will want to have certain information from your Identity Provider (IdP), including:
If you want to include a SignOut URL and certificate during the configuration process, you will need that information as well. We have Azure and Okta IdP specific articles: Configuring OneTrust with Azure AD for Single Sign-On Authentication Configuring OneTrust with Okta for Single Sign-On Authentication We also have guides for the below IdPs however, you will need to request these guides from your consultant:
And finally, your consultant can also provide you with OneTrust’s metadata. SCIM User Provisioning OneTrust supports cross-domain identity management through the SCIM 2.0 specification. This allows organizations to manage and update user information across domains and applications. OneTrust's implementation of SCIM leverages the Organization and Role attributes to describe subsets of users. Each OneTrust user will fall into a group that is a combination of both an organization and an assigned role. You can assign users to a certain group using your organization's Identity Provider (IdP). Note: not all IDPs support SCIM integration. Please check with your IDP provider whether SCIM is supported. Two Step Verification Site Admins can configure OneTrust with Two-Step Verification to provide additional security for account access. Two-Step Verification requires users to verify their identify beyond entering their email address and password. When this setting is enabled for the OneTrust application, a verification code will be sent to the designated email address on users' accounts when a login attempt is made. Users will then be prompted to enter the verification code that they received via email to access the OneTrust application. Note: this feature does not apply to Users that are authenticated by SSO. Configuring Two-Step Verification Session Settings You can configure the amount of time after which a user will be logged out of the application due to inactivity and whether a session cookie is required using the Session Settings screen within Global Settings. You can find additional articles on Access Management, here. Note: If you do not have a consultant and require support with setting up Single Sign On, reach out to your Account Executive to discuss your options. |
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Application Branding You can customize the branding that appears in the OneTrust application and Login screen to align with your organization's branding and colors. Email Branding/Customisation The OneTrust application uses templates to send notification emails to users. You can customize the content and styling of these templates to suit your organization's business and branding needs. Customizable Email Notification Templates Configuring BCC and Custom Headers for Emails Custom Subdomain OneTrust supports the creation of custom subdomains to allow you to customize the branding of your OneTrust application both within the application and the web browser to enrich the experience presented to your application users. A custom subdomain is the key to personalizing the user experience for your OneTrust application and making it your own. Let's simplify this idea using the concept of standard edition versus special edition. Without a custom subdomain, you would get the standard edition user experience. This means that your users would access the OneTrust application with a generic OneTrust assigned URL (i.e. app.onetrust.com). On the other hand, with a custom subdomain, you would get the special edition user experience, and your users would access the OneTrust application using a one-of-a-kind, personalized URL that is completely unique to your organization (i.e. youramazingcompany.my.onetrust.com). In this special edition URL, "youramazingcompany" would be the requested custom subdomain within the OneTrust domain ".my.onetrust.com". Customizing OneTrust with a Custom Subdomain Customizing Branding for Subdomains Custom SMTP & Microsoft Exchange The OneTrust application sends notification emails to users and data subjects. By default, these emails are sent from <noreply@m.onetrust.com>. You can customize the email address from which the platform sends notification emails by using Send on Behalf of my Domain or configure OneTrust to use your company's email server via SMTP or Microsoft Exchange. This allows you to have OneTrust notifications sent from your domain. |
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If applicable, you can configure the default language in which the application displays and activate additional languages for use in emails sent from the application on the System Language screen in Global Settings. We also have the Localization Editor allows you to customize the terminology that appears in the OneTrust application console for all OneTrust's default languages. Changes made in the Localization Editor appear across the platform. In addition, the Localization Editor can be used to manage translations for a standard set of languages enabled for all public-facing tools by exporting translations from the Localization Editor screen and importing the changes using the Update Localization import template. |
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Congratulations on setting up your OneTrust environment to suit your Organization! |
You can now begin to look at the Step-by-Step guides for each module within your subscription. |