Using the Document Repository

The Document Repository is an internal file repository where you can upload and store documents within the OneTrust platform.



Supported File Formats

The following are supported file formats that can be added to the Document Repository. The Document Repository accepts files up to 64 MB.

Note:

Please note that files that are password protected or encrypted cannot be uploaded into the Document Repository.

File Type Name

File Type Extension

Comma Separated Values

.csv

Microsoft Word

.doc, .docx

JPG

.jpg

JPEG

.jpeg

Microsoft Project

.mpp

Microsoft Outlook

.msg

PDF

.pdf

PNG

.png

Microsoft Powerpoint

.ppt, .pptx

Text

.txt

Microsoft Visio

.vsd, .vsdx

Microsoft Excel

.xls, .xlsx

Zip File

.zip

MPEG-4 Video File

.mp4

Audio Video Interleave

.avi

Apple QuickTime Movie

.mov

Iphone Application Archive

.ipa

Android Package Kit

.apk

Application

.app

MP3 File

.mp3

To add a folder

  1. Click the Application Launcher icon in the upper left-hand corner of the Global Header.
  2. On the main navigation menu, select Documents. The Document Repository appears.

  3. Click the New button and select Folder on the menu that appears. The Create Folder modal appears.


  4. In the Name field, enter a name for the folder.
  5. Click the Create button.

To upload a file

Note:

When uploading files, an error will occur if there is a mismatch between the file extension and its actual content type. For example, if the file has a .jpg extension but its underlying format is .png, the system will reject the file during validation.

  1. Click the Application Launcher icon in the upper left-hand corner of the Global Header.
  2. On the main navigation menu, select Documents. The Document Repository appears.

  3. Navigate to the folder where you want to upload your file. To open a folder, click the Folder icon.


  4. Click the New button and select File on the menu that appears. The Upload File modal appears.


  5. Click the Select File button. The file explorer appears where you can select the file you want to upload.

  6. Click the Save button.

To download documents

  1. Click the Application Launcher icon in the upper left-hand corner of the Global Header.
  2. On the main navigation menu, select Documents. The Document Repository appears.

  3. Navigate to the folder where your file is located. To open a folder, click the Folder icon.


  4. Hover over the file you want to download and click the Download icon. The file downloads to your local system.


To delete a file

  1. Click the Application Launcher icon in the upper left-hand corner of the Global Header.
  2. On the main navigation menu, select Documents. The Document Repository appears.

  3. Navigate to the file you want to delete.


  4. Hover over the file and click the Delete icon. The Delete File modal appears.
    Note:

    You can also select the file and click the Delete button on the Details pane.



  5. Click the Delete button.

To delete a folder

  1. Click the Application Launcher icon in the upper left-hand corner of the Global Header.
  2. On the main navigation menu, select Documents. The Document Repository appears.

  3. Navigate to the folder you want to delete.


  4. Click the Delete icon next to the folder name. The Delete Folder modal appears.
    Note:

    You can also click the Delete button on the Details pane.



  5. Click the Delete button.

Document Repository FAQ

The following responses are supported solutions to frequently asked questions (FAQ) on using the Document Repository. The OneTrust team continuously monitors these inquiries and will make additional FAQ available as they are identified.

What roles can access the Document Repository?

The following roles have Read and Write permissions for the Document Repository: Site Admin, Privacy Officer, Assessments Manager, Incidents Manager, and Vendor Manager.

The following roles have Read permissions for the Document Repository: Audit Manager, IT Risk Manager, Auditor, and Project Owner.

Is it possible to move files or folders to other folders and sub-folders?

This functionality is currently not supported by the Document Repository.

Are there any access restrictions when viewing or editing documents uploaded by other organizations within the organizational hierarchy?

The Document Repository acts as a global file repository so all files can be accessed by any organization in the account.

Are there any restrictions regarding the characters permitted in upload file names, and is there a maximum length?

The supported maximum file path length is 260 characters.

Are there specific Japanese characters that are not allowed in file names?

There are no restrictions specific to Japanese characters in file names.