Managing Control Implementations in Bulk

You can create, update, and manage control implementation relationships in bulk using the following bulk import template:

  • Create Control Implementations

  • Update Control Implementations

  • Create Control Implementation Relationships

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

To complete a bulk import template

  1. On the IT & Security Risk Management menu, select Libraries > Control Library.

    The Control library screen appears.

  2. Click the Context Menu icon.
  3. On the Context menu, select the Bulk Add Controls, Bulk Update Controls, or Bulk Relate Controls option.
    The Import Templates screen appears.
    Note:

    You can also access this screen by navigating to the Global Settings menu and selecting Data Import > Import Templates.

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

    • Create control implementations

    • Create control implementation relationships

    • Update control implementations

  5. Open the spreadsheet in Microsoft Excel.
  6. Update the fields for the downloaded template as needed. For more information, see Bulk Import Template Fields.
    Tip:

    Use the information on the Instructions tab of the Create control implementations and Create control implementation relationships templates to ensure the import is successful.

  7. 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 control implementations:

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 control implementations template



Important:

Control implementations will not be created for Control Library records with an Archived status. Archived records cannot be used to create new implementations and will be skipped during the bulk upload process.

Field
Description
Source Type Required
Enter the source type for the control implementation, which can be one of the object types.
Note:

The Source Type column field value can be retrieved from the Options tab.

Source ID (GUID) Required
Enter the GUID for the risk or inventory (asset, vendor, entity or processing activity) the control implementation will be created for.
Note:

This field requires a GUID value. For more information, see To locate GUIDS.

Associated Library Control ID (GUID) Required

Enter the associated Control Library GUID for the control implementation.

Note:

This field requires a GUID value. For more information, see To locate GUIDS.

Associated Control ID

Enter the control library ID to help reference the implementation. This is optional and won't be imported.

Associated Control Name

Enter the control library name to help reference the implementation. This is optional and won't be imported.

Control Owner(s)
Enter the email address of the person responsible for the control.
Note:

You can separate multiple email addresses by using a | symbol. The email address must be for a valid OneTrust user.

Control Approver(s)
Enter the email address of the person responsible for approving the control.
Note:

You can separate multiple email addresses by using a | symbol. The email address must be for a valid OneTrust user.

Status
Enter the status of the control implementation. If not provided it will default to Pending.
Note:

The Status column field value can be retrieved from the Options tab.

Effectiveness
Enter the effectiveness for the control implementation.
Note:

The Effectiveness column field value can be retrieved from the Options tab.

Maturity
Enter the maturity for the control implementation.
Note:

The Maturity column field value can be retrieved from the Options tab.

Deadline
Enter the date by which the control must be addressed.
Note:

The Deadline column must be formatted as YYYY-MM-DD.

Notes

Enter any notes relevant to the control record. This information will appear in the Implementation Details section of the Control Details screen.

Update control implemenations template



Field
Description
ID (GUID)

Enter the control ID.

Note:

This field requires a GUID value. For more information, see To locate GUIDS.

Deadline

Enter the date by which the control must be addressed.

Note:

The Deadline column must be formatted as YYYY-MM-DD.

Effectiveness

Enter the current effectiveness level of the control.

Note:

The Effectiveness column field value can be retrieved from the Options tab.

Maturity

Enter the current maturity level of the control.

Note:

The Maturity column field value can be retrieved from the Options tab.

Notes

Enter any notes relevant to the control record. This information will appear in the Implementation Details section of the Control Details screen.

Control Owner

Enter the email address of the person responsible for the control.

Note:

You can separate multiple email addresses by using a | symbol. The email address must be for a valid OneTrust user.

Control Approver

Enter the email address of the person responsible for approving the control.

Note:

You can separate multiple email addresses by using a | symbol. The email address must be for a valid OneTrust user.

Status

Enter the current status of the control.

Note:

The Status column field value can be retrieved from the Options tab.

Create control implementation relationships template

This import template allows you to bulk create relationships between a control implementation and an inventory.



Field
Description
Control Implementations (GUID)

Enter the unique GUID of the control implementation.

Note:

This field requires a GUID value. For more information, see To locate GUIDS.

Target (GUID)

Enter the unique GUID of the object you are relating to the control implementation.

Note:

This field requires a GUID value. For more information, see To locate GUIDS.

Target Type

Enter the type of object you are relating to the control implementation.

Note:

The Target Type column field value can be retrieved from the Options tab.

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, 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:

    For a complete list of renamed permissions, see Renamed Permissions.

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 import type that matches the template you would like to upload.

File

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

To locate GUIDS

GUIDs are unique identifiers required when creating and updating risk records in bulk using the import templates. The type of GUID you need depends on the record you need to include on the import template.

Tip:

The simplest and most common way to locate GUIDs is by exporting list screens, as shown in the steps below. However, the ID (GUID) and Source (GUID) is also included in the Related Objects list of Control Implementation and Evidence Task column reports. Fore more information, see Configuring a Column Report.

  1. Navigate to one of the following list screens that includes the record in which you'd like to locate GUIDS:

    • Inventory list screens (asset, entity, processing activity, and vendor GUIDs)

    • Risk register screen (risk GUIDs)

    • Controls list screen (Control ID and Control Implementation ID GUIDs)

  2. Click the Export button.
    The Export Inventory modal appears.
    Note:

    For the Controls screen, you must click the Context Menu icon and then select Export.



  3. Select the type of export.
  4. Click the Export button to download the inventory.
  5. Click the Task icon and select the export description to open the file in Microsoft Excel.
  6. Copy the GUID for the record in which you'd like to include in the bulk import template.
    Note:

    The control GUID is located in the first field, labeled ID (GUID). The control implementation GUID can be found in the field labeled Control ID (GUID).

  7. Paste the GUI into the related field of the bulk import template.