Adding, Editing, and Deactivating Document Attributes

OneTrust pre-populates the attribute inventories with attributes commonly associated with each type of document. You can add additional attributes to suit your organization's needs, edit the name and description of an attribute, and deactivate attributes you no longer wish to use.

To add an attribute

  1. On the Policy menu, select Setup > Attribute Manager.
  2. Click the View button for the type of attribute inventory to which you want to add an attribute.
    The Attribute Manager screen appears.

  3. Click the Add Attribute button.

    The Add Attribute modal appears.

  4. Complete the fields. For more information, see Add Attribute Modal Screen Reference.
  5. Click the Save button.
  6. To add another attribute without closing the modal, click the Save & Add Another button.

Add Attribute Screen Reference



Field
Description
Name

Enter a name of the attribute.

Description

Enter a brief description of the attribute.

Response Type

Select the type of response which should be associated with the attribute.

Select Text to allow users to enter text as the attribute value.

Select Single Select to allow users to select one option as the attribute value.

Select Multi Select to allow users to select multiple options as the attribute values.

Select Date to allow users to select a date as the attribute value.

Select Date and Time to allow users to select a date as the attribute value.

Allow Other

Check this box to allow other answers when using Single Select and Multi Select response types.

Required

Check this box to make this attribute a required field.

Add New Option Single Select and Multi Select Attributes Only

Enter the custom attribute value options or select options from the system list.

Click the Add button to add the option.

Note:

If you do not click the Add button, the attribute value option will not be added to the attribute.

New Option Values Single Select and Multi Select Attributes Only

This list shows the added attribute value options.

Use the Remove icon buttons to remove attribute value options.

To edit a custom attribute

  1. Open the attribute inventory containing the attribute you want edit.
  2. Hover over the row for the attribute you want to edit until the Context Menu icon appears.
  3. Click the Context Menu icon.
  4. On the Context menu, select Edit.
    The Edit Attribute modal appears.

  5. Revise the fields as needed.
  6. Click the Save button.

To add options to custom attribute

Note:

Options can only be added for Single Select and Multi Select attributes.

  1. Open the attribute inventory containing the attribute you want to add more options.
  2. Hover over the row for the attribute you want to add options for until the Context Menu icon appears.
  3. Click the Context Menu icon.
  4. On the Context menu, select Add Options.
    The Add Options modal appears.

  5. Enter additional attribute value options in the Add New Option field as needed.
  6. Click the Save button.

To reorder attribute options

You can reorder document attribute options that require a selection from a list to customize the display order of attribute options when managing records. Reordering is supported for system and custom attribute options with the following response types:

  • Single Select

  • Multi Select

  • Numeric - Single Select

  1. Open the attribute inventory containing the attribute in which you want to reorder options.
  2. Click the Key of the attribute you want to edit.

    The Attribute Details screen appears.

  3. Navigate to the Options tab.
  4. Click the Reorder Options button.
    The Reorder Options modal appears.

  5. Enable the Customize Option Order setting.
  6. Reorder the options as needed by clicking and dragging the option to the desired order.
  7. Click the Save button.

To localize attribute names and descriptions

You can localize or translate the names and descriptions of your attributes into any of OneTrust's supported languages. These translated values will appear in assessments, reports, and inventories.

  1. Open the attribute inventory containing the attribute you want to localize.
  2. Hover over the row for the attribute you want to localize until the Context Menu icon appears.
  3. Click the Context Menu icon.
  4. On the Context menu, select Translate Name or Translate Description.
    The Update Term modal appears.

  5. Enter the localized value of the attribute name or description for each language you want to add.
    Note:

    OneTrust provides default translated values for the default attributes in the application. You can customize these to meet your organization's needs.

  6. Click the Save button.

To deactivate a custom attribute

  1. Open the attribute inventory containing the attribute you want to deactivate.
  2. Hover over the row for the attribute you want to deactivate until the Context Menu icon appears.
  3. Click the Context Menu icon.
  4. On the Context menu, select Deactivate.


    The Deactivate Attribute modal appears.

  5. Click the Confirm button.