Managing Evidence Tasks in Bulk

You can create, update, and manage evidence tasks in bulk using the following bulk import templates:

  • Create library evidence tasks

  • Update library evidence tasks

  • Update evidence task implementations

These templates allow you to bulk create library evidence tasks and edit evidence tasks using a Microsoft Excel spreadsheet that can be imported into OneTrust. Managing records in bulk allows you to easily manage multiple evidence tasks simultaneously to reduce the time and effort required to manage a large volume of control records.

The Create library evidence tasks template allows you to bulk import their own evidence tasks to any custom imported controls. The Update library evidence tasks template allows you to update existing evidence task library records and map them to existing controls in the Controls Library to maintain accurate records for improved compliance tracking and reporting. The Update evidence task implementations template allows you to update existing evidence task records.

To complete a bulk import template

  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.

    The Import Templates screen appears.

  3. Click the Download button on the bulk import template you would like to download. The options include:

    • Create library evidence tasks

    • Update library evidence tasks

    • Update evidence task implementations

  4. Open the downloaded file in Microsoft Excel.
  5. Update the fields for the downloaded template as needed. For more information, see Bulk Import Template Fields.
  6. Save the template to your computer.

Bulk Import Template Fields

CAUTION:

Special characters are not supported for bulk import templates.

The templates will list the active and custom attribute fields that you can edit. The Options tab displays all single-select and multi-choice attribute options. The following bulk import template fields exist to help manage your evidence tasks.

Note:

All fields are optional unless noted otherwise. If a required field is left blank, the import will fail. If an optional field is left blank, the current data in OneTrust will be overwritten as blank.

If an optional column does not need to be updated, remove the column from the update template spreadsheet. The existing data will remain in OneTrust.

If only certain data within a column needs to be updated, copy the existing contents of the column from the exported inventory spreadsheet and paste the contents into the update template spreadsheet to prevent the existing content from being overwritten. Then complete any updates to the content, as necessary.

Create and update library evidence tasks template

Field
Description
Evidence Task GUID Required Field for Update Template Only

Enter the unique GUID for the evidence task library record you wish to update.

Note:

The Evidence Task GUID field requires a GUID value. To locate the GUID, navigate to the Compliance Automation menu and select Evidence Task Library. On the Evidence Task Library screen, click the Export button to download the report.

The GUID field will be the first column in the spreadsheet.

Evidence Task Name Required

Enter the primary evidence task name.

Collection Interval

Select the collection interval.

Note:

The collection intervals are listed in the Options or Referencetab of the spreadsheet.

What to Collect

Enter a brief description of the primary evidence that needs to be collected.

Collection Guidance

Enter evidence collection guidance.

Associated Control GUID

The GUID for the associated control related to this evidence task.

Any content entered in this cell when updating records will override the existing system values.

Note:

To get the Control GUID, navigate to the IT & Security Risk Management module and select Libraries > Controls Library. On the Controls Libraryscreen, click the Context Menu icon and select Export. Once the export is complete, copy the ID (GUID) field for the control you would like to link to the evidence task.



To add multiple ID (GUID)s to your spread sheet for a single evidence task, separate them by “|“.

Update evidence task implementations template

Field
Description
Evidence Task GUID Required

Enter the unique GUID for the evidence task record you wish to update.

Note:

The Evidence Task GUID field requires a GUID value. To locate the GUID, navigate to the Compliance Automation menu and select Evidence tasks. Open the evidence task record where you need the GUID value. On the Evidence tasks screen, copy the value in the website URL between details/ and /evidence. This is the GUID.



Evidence Task Name Required

Enter the evidence task implementation name.

Before or After End of Collection Period

Enter Before or After to set the default interval due date relative to the collection period end (used with # of days field).

Note:

The collection periods are listed in the Options tab of the spreadsheet.

# of Days

Enter the number of days to shift the due date used with the Before or After column.

Collection Start Month

Enter the new month value. This value will override the system calendar start month configuration and will reorients all downstream intervals.

Note:

The collection start month options are listed in the Options tab of the spreadsheet.

Evidence Assignee

Enter the email address of the evidence assignee.

What to Collect

Enter a brief description of the primary evidence that needs to be collected.

Collection Guidance

Enter evidence collection guidance.

Associated Control GUID(s)

The GUID for the associated control related to this evidence task.

Any content entered in this cell when updating records will override the existing system values.

Note:

To get the Control GUID, navigate to the IT & Security Risk Management module and select Libraries > Controls Library. On the Controls Libraryscreen, click the Context Menu icon and select Export. Once the export is complete, copy the ID (GUID) field for the control you would like to link to the evidence task.



To add multiple ID (GUID)s to your spread sheet for a single evidence task, separate them by “|“.

To import a completed bulk import template

  1. On the Import Templates screen, click the New Import button.

    The New Import modal appears.

  2. Complete the fields. For more information, see New Import Modal Reference.
  3. Click the Submit button.
  4. To view the status and result of your bulk import, select Data Import > Bulk Import on the Global Settings menu.
    Note:

    If there was an error in the upload, click the link in the Result column for the import to download a report indicating the errors.

New Import Modal Reference



Field
Description
Import Name

Enter a name for the import.

Import Description

Enter a brief description of the contents of the import.

Import Type

Select Create Library Evidence Tasks or Update Library Evidence Tasks or Update evidence task implementations.

File

Click the Select File button to select the spreadsheet you want to import.

Note:

Verify that the spreadsheet is saved as a .xlsx file.