Managing Documents in Bulk

You can create and update documents in bulk using import templates in Global Settings. These templates allow you to bulk create and update documents for the Policy module using a Microsoft Excel spreadsheet that can be imported into OneTrust. To add content to your policy, see Building and Editing a Document.

To open the bulk create templates

  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 tile to download one of the following templates:

    • Create Policies

    • Create Procedures

    • Create Standards

    • Update Policies

    • Update Procedures

    • Update Standards

  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

The templates will list the active default and custom attribute fields that the user can edit.

Important:

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.

Special characters are not supported for bulk import templates. If you use special characters in this spreadsheet, you will receive an error message.

Create documents using bulk template



Field
Description
Document Name

Enter the name of the policy, standard, or procedure.

Description

Enter a brief description of the document.

Managing Organization

Select the organization to which the document belongs.

Note:

Managing organization options can be found on the Options tab.

Default Language

Select the default language of the document.

Note:

Default language options can be found on the Options tab.

Document Owners

Enter the email addresses of the document owners.

Note:

You can add multiple email addresses by using the | symbol. For example, tcambel@ghughes.com | cleclair@ghughes.com.

Document Approvers

Enter the email addresses of the document approvers.

Note:

You can add multiple email addresses by using the | symbol. For example, tcambel@ghughes.com | cleclair@ghughes.com.

Effective Date

Enter the start date of when the document becomes effective.

Note:

The Effective Date column must be formatted as MM/DD/YYYY. For example, 04/21/2023.

Expiration Date

Enter the date in which the document expires.

Note:

The Expiration Date column must be formatted as MM/DD/YYYY. For example, 04/21/2023.

Workflow | Stage

Enter the name of workflow and stage that the document will be placed.

Update documents using bulk template



Field
Description
ID (GUID)

Enter the ID (GUID) of the document.

Important:

To locate the GUIDS, export the document list screen. The GUID values will be in the first column.

Document Name

Enter the name of the policy, standard, or procedure.

Description

Enter a brief description of the document.

Managing Organization

Select the organization to which the document belongs.

Note:

Managing organization options can be found on the Options tab.

Default Language

Select the default language of the document.

Note:

Default language options can be found on the Options tab.

Document Owners

Enter the email addresses of the document owners.

Note:

You can add multiple email addresses by using the | symbol. For example, tcambel@ghughes.com | cleclair@ghughes.com.

Document Approvers

Enter the email addresses of the document approvers.

Note:

You can add multiple email addresses by using the | symbol. For example, tcambel@ghughes.com | cleclair@ghughes.com.

Effective Date

Enter the start date of when the document becomes effective.

Note:

The Effective Date column must be formatted as MM/DD/YYYY. For example, 04/21/2023.

Expiration Date

Enter the date in which the document expires.

Note:

The Expiration Date column must be formatted as MM/DD/YYYY. For example, 04/21/2023.

Workflow | Stage

Enter the name of workflow and stage that the document will be placed.

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 the 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 with the upload, click the error link in the Result column 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 import.

Import Type

Select the name of the template you are uploading.

File

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