Data Mapping Automation Settings

You can manage various settings for the Data Mapping Automation product in Global Settings. Data Mapping Automation settings control inventory behavior and organization-based visibility, including access control, assessment-based inventory status, global-local inheritance and synchronization, personal data grid views, and the visibility of data elements, data subject types, and inventory attributes.

To configure Inventory Settings

Inventory Settings allow users to configure settings for the module, including access control, inventory status, and global-local inventory records.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, click Data Mapping Automation > Inventory. The Inventory settings screen appears.
    Note:

    You can also access Inventory Settings by clicking Data Mapping Automation Settings on the Data Mapping Automation menu.

  3. Customize the Inventory Settings, as necessary.


    Section

    Field

    Description

    Access Control

    Access Control Override for Assessment-Based Inventory Updates

    Enable this setting to allow assessment approvers to approve assessments that will impact inventory records outside of the user's scope (such as the records belonging to a parent or sibling organization).

    Access control override for inventory selection

    Enable this setting to allow users to select all inventory records, regardless of managing organization, when responding to inventory questions or when creating links between inventory records.

    If the setting is enabled, users can select inventories from sibling organizations (e.g., organizations at the same level in their organization hierarchy).

    If the setting is disabled, users cannot select inventories from sibling organizations. Inventories from parent and child organizations remain selectable.

    For example, suppose the HR organization and IT organization are sibling organizations in the organizational hierarchy, and you have a processing activity managed by the HR organization and an asset managed by the IT organization. By enabling this setting, you would be able to select the asset when responding to an asset inventory question in a processing activity assessment.

    Access control override for invited user inventory drop-down visibility

    Enable this setting to prevent invited users from accessing inventory drop-down data when responding to assessment questions.

    If this setting is disabled, which is the default behavior, invited users can continue to view and select inventory records from drop-down fields in assessments.

    If this setting is enabled, invited users can continue answering assessment questions as usual, but inventory drop-down questions that require selecting from a list of inventory records are blocked.

    This setting is also available in Third-Party Risk Management, and enabling it in either location reflects in both.

    Inventory status

    Default Status for Assessment-based Inventory Creation

    If the Allow Other check box is selected for an inventory question in your assessment template, users will be allowed to select Other and add new inventory records when responding to the inventory question in the assessment. When the respondent submits the assessment, new inventory records are then created and assigned to the status selected in this setting.

    In the Default Status for Assessment-Based Inventory Creation field, select the status that should be assigned to inventory records that are created from an assessment, which includes assets, vendors, processing activities, and legal entities.

    Status description

    This field displays the description for the default status for assessment-based inventory creation that was selected. Status descriptions include:

    Pending

    This status represents records that are new or pending review and are not yet actively used by the organization. Pending records cannot be selected in assessment questions or as related inventory records.

    Note:

    OneTrust recommends selecting the Pending status to easily identify when new inventory records are created from assessments and to differentiate these new inventory records from active existing inventory records.

    Active

    This status represents records that are actively used by the organization. Active records can be selected in assessment questions and as related inventory records.

    Archived

    This represents records that are no longer used by the organization but are included in the inventory for record-keeping purposes. Archived records cannot be selected in assessment questions or as related inventory records.

    Global-Local Inventory Records

    Automatic inheritance and syncing

    Enable this setting to allow users to configure automatic inheritance settings for master records using the Inheritance Settings screen. This will allow for automatic updates and syncing between the master record and the local record.

    Note:

    Automatic Inheritance and Syncing configuration is only available to users with the permission to create master records.

    Personal data

    Grid view for personal data

    Enable this setting to display data elements and data subject types in a grid format when configuring personal data.
  4. Click the Save button.

To configure Organization Visibility Filter Settings

Organization Visibility Filter Settings allow users to select the data elements and data subjects visible when choosing options for personal data questions.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Data Mapping Automation > Organization Visibility Filters. The Organization Visibility Filters screen appears.

  3. Configure the Organization Visibility Filters Settings, as necessary.


    Field
    Description
    Data Element Visibility

    Select the View button to select and configure the data elements that are visible in your inventories and can be selected as options for personal data questions.



    Field
    Description
    Select Organization

    Select the organization in which you would like to configure the data element visibility.

    Override

    Enable this setting to override the configuration inherited from the parent organization.

    Note:

    Any edits made to this configuration will be inherited by all child organizations that do not have override enabled.

    Automatically Add New Elements

    Select this check box to automatically add new data elements to this organization and the child organization that inherit this configuration.

    Data Categories

    Select the data elements that are visible and can be selected as options in the personal data question.

    Data Subject Visibility

    Select the View button to select and configure the data subject types that are visible in your inventories and can be selected as options for personal data questions.



    Field
    Description
    Select Organization

    Select the organization in which you would like to configure the data subject visibility.

    Override

    Enable this setting to override the configuration inherited from the parent organization.

    Note:

    Any edits made to this configuration will be inherited by all child organizations that do not have override enabled.

    Automatically Add New Data Subject Types

    Select this check box to automatically add new data subjects to this organization and the child organization that inherit this configuration.

    Data Subject Types

    Select the data subject types that are visible and can be selected as options in the personal data question.

    Attribute Visibility

    Select the View button to select and configure the attributes that are visible in inventory records.



    Field
    Description
    Select Organization

    Select the organization in which you would like to configure attribute visibility.

    Override

    Enable this setting to override the configuration inherited from the parent organization.

    Note:

    Any edits made to this configuration will be inherited by all child organizations that do not have override enabled.

    Automatically Add New Attributes

    Select this check box to automatically add new attributes to this organization and the child organizations that inherit this configuration.

    Inventory

    Select the inventory type for which you want to configure attribute visibility.

    Attributes

    Select the attributes that are visible in inventory records.

  4. Click the Save button.