Searching for Records and Screens in the OneTrust Platform

You can use the Search field in the Global Header to search for specific records or screens within the platform. Results will appear within the Search popover that is divided into two sections: Record results and Page results. The Record results section displays specific records across the platform that contain the words you entered as part of either the title or description along with high-level details, such as the object type and created date. The Page results section displays any screens listed on the navigation menu that matches the words you entered. You can click on any links within the Search popover to navigate directly to that record or screen within the platform, or you can click the Results link to access Advanced Search.

Note:

If your organization would prefer to turn off Search, the feature can be disabled on the General features tab of the Feature management screen within Global Settings. For more information, see To disable or enable Search.

To search records and screens

  1. On the Global Header, click the Search icon. The Search field appears.

  2. Enter keywords that you want to search for. The Search popover will then automatically populate with records and screens that contain the words you entered.


  3. (Optional) Click the Filter icon to select whether to filter records by searching for only titles or only descriptions that match the entered keywords. Once selected, click the Show results button to update the list of search results.


  4. Click the link for the desired search result in the Search popover to navigate to the specific record or screen. If you would prefer to further sort the list of results, proceed to step 5.
  5. (Optional) Click the Results link or press the Enter key to navigate to Advanced Search, where you can apply additional filters and alternate sort orders, as needed.


Available Attributes

The following attributes can be used to search for records.

Module

Attributes

Data Mapping Automation

  • Inventory Name

  • Inventory Description

  • Location

  • Organization name

  • External ID

Incident Management

  • Incident Name

  • Incident Number

  • Description

IT & Security Risk Management

  • Risk ID

  • Risk Name

  • Description

PIA & DPIA Automation

  • Assessment Name

  • Assessment Description

  • Template Name

Policy Management

  • Policy Name

  • Standard Name

  • Procedure Name

  • Text within each document type (including Microsoft Word documents)

Note:

The search will only return documents that are in Published status.

Privacy Notice Management

  • Privacy Notice Name

  • Text within each document type

Privacy Rights Automation

  • Request ID

QRA & Vendor Portal

  • Answer Library Name

  • Customer Name

  • Document Name

  • Request ID

Third-Party Risk Exchange

  • Vendor Name

Third-Party Risk Management

  • Contract Name

  • Engagement Name

  • Vendor Name

To disable or enable Search

Site Admins within the root organization can disable or enable Search depending on their organization's requirements. The Global Search setting is accompanied by a cooling off period. This means that if you disable Search for your account, the Global Search setting will be unavailable to enable for 24 hours. Similarly, if you enable Search for your tenant, the setting will be unavailable to disable for 24 hours. In addition, if you decide to enable Search at a later time, it may take up to 24 hours for your data to be indexed and appear in Search.

Attention:

The Search feature will be enabled by default for APP-DE and APP-EU environments. Using the Search feature for accounts in the APP-DE and APP-EU environments will send account data to the France data center (cross-border data transfer).

If you decide to disable Search for the account to stop the cross-border data transfer, OneTrust will delete all data in the third-party system and Search will no longer be active in your account. To disable Search, use the following procedure.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Support > Feature Management. The General features tab of the Feature management screen appears.


  3. Disable or enable the Global Search setting, as needed.

    • If disabling, the Are you sure you want to do this? modal appears. Proceed to step 4.



    • If enabling, skip to step 5.

  4. Verify that you understand the impact of turning off Search. Click the Ok button to proceed with disabling.
  5. Click the Save button. The Global Search setting will be unavailable to change for 24 hours.