Step 1: Bulk Import Legal Entities

Important:

The DORA Report Generation feature is available for customers with solution packaging only.

Bulk Import

Follow the instructions below to bulk import legal entities into OneTrust. After you bulk import legal entities, bulk import any other inventories that contain items with DORA-specific attributes.

After you finish bulk importing all items, navigate to Step 2: Define Relationships.

You can import records such as OneTrust users, processing activities, data elements, assets, legal entities, consent receipts, and more in bulk. Various import templates are available on the Import Templates screen that allow you to bulk create and bulk update records using a spreadsheet that can be uploaded into OneTrust.

Note:

For more information on the bulk updating process, see Bulk Update.

After you bulk import legal entities, navigate to Step 2: Define Relationships.

To import records in bulk

Click the gear icon in the upper right-hand corner to access Global Settings.
On the Global Settings menu, select Data Import > Import Templates.

Note:
You can also access this screen by clicking the Context Menu button on the Inventory screen and selecting Bulk Create.

The Import Templates screen appears.
Download the template that corresponds with the type of records you want to import.
Open the downloaded file in Microsoft Excel.
Complete the downloaded template for the records you want to import.
For more information, see Bulk Import Fields.
Note:
The bulk import process does not support the following characters when creating multiple inventory records: /, |, and ;. A new row is needed for each inventory record.

In addition, allow the bulk import to complete before uploading more files. Files larger than 64 MB are not supported.
On the Import Templates screen, click the Bulk import button.
The New Import modal appears.
In the Import Name field, enter a name for the import.
In the Import Description field, enter a brief description of the contents of the import.
In the Import Type field, select the type of import which corresponds to the template you are using.
In the File field, click the Upload File button.
Use the file explorer to select the spreadsheet you want to import.

Note:
Verify that the spreadsheet is saved as a .xlsx file.
Click the Submit button.
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.

Things to Know

Attribute Values

Data has to be entered into bulk import templates in specific ways to ensure success.
Attribute values entered through bulk import are validated against the same criteria as those entered through the application interface.
If an attribute does not accept "allow other", only values listed on the Options worksheet can be entered on the template.
Options are Case Sensitive. If the value is not entered exactly as it appears on the Options worksheet, the update will produce an error.


Type	Description
Multiple Attribute Values	You can enter multiple values for attributes which are set up for "multiselect". Enter the values separated by vertical bars \| without space. e.g. Value1\|Value2\|Value3 Note: If you use a vertical bar \| to update the value of a text attribute, the update will fail. Only use this character to indicate multiple selections for an attribute which supports multiselect.
Single Attribute Values	For single attribute values, enter only one value. If an attribute is set up to only receive single values, entering multiple values on the bulk import template will cause the import to fail.
User Type Attribute Values	User type attribute values require either a valid email address or GUID to be entered. For user type attribute fields, such as the Business Process Owner field or the Representative Name field, enter the email address or GUID of the user. Note: If the Allow Other check box is selected for a user type attribute, you can add the email addresses of users who do not exist in the OneTrust system. If an email address is entered for a user who does not exist in the OneTrust system, an invited user will be created in the system and the user will not receive an email notification.

Deadline Field Format

Deadline fields within bulk import templates require the following date format: YYYY-MM-DDThh:mm:ss.SSSZ.
Within a separate sheet, you can use the following formula to convert regular dates containing YYYY-MM-DD to the required date format: =TEXT(A2,"YYYY-MM-DDThh:mm:ss.000Z").
Once converted to the required date format, you can copy the cell content and paste it into the necessary bulk import template. Ensure that you use the Values paste option to remove the formula from the sheet before importing.

Bulk Import Fields

Users

The following fields are required for bulk importing users. Complete the remaining optional fields, as necessary.

Field

Description

Action

Enter Create.

Email Address

Enter the email address of the user you want to add. The user will need to use this email address to log in to OneTrust and all OneTrust platform emails will be sent to this address.

First Name

Enter the first name of the user.

Last Name

Enter the last name of the user.

Organization

Enter the name of the organization to which the user belongs.

The organization must already exist in OneTrust for the bulk upload to work correctly.

Role

Select the role you want the user to have.

If you want to assign a user to a different role, you can reassign the user's role on the Users screen.

User Type

Enter whether the user is Internal or External.

Expiration Date(Optional)

Enter the expiration date for an external user's access to OneTrust in the format YYYY-MM-DD.

Note:

Only enter an expiration date for external users, as needed.

Department

Enter the department to which the user belongs.

Business Unit

Enter the business unit to which the user belongs.

Employee Id

Enter the employee Id of the user.

Manager

Enter the name of the user's manager.

Division

Enter the division to which the user belongs.

Job Title

Enter the job title of the user.

Office Location

Enter the office location of the user.

Send Activation Email

Enter True or False to indicate whether to send the initial activation email to the user.

Note:

A blank entry in this field is interpreted as True.

New Email Address

Enter the new email address to update for the user. The user will use this new email address to log in to OneTrust and all OneTrust platform emails will be sent to this address.

Note:

The email address can only be updated for active, internal users by users with appropriate permissions.

Organizations

The following fields are required for bulk importing organizations. Complete the remaining optional fields, as necessary. Available language codes can be found on the Default Language Reference worksheet.


Field	Description	Use Values in the Default Language Reference Worksheet
Action	Enter Create.
Org Name	Enter the name of the organization.
Parent Org ID	Enter the Org ID for the parent organization under which the organization is being created. Note: Child organizations cannot be created under a parent organization that is being created within the same import. The parent organization must already exist in the application in order to create a child organization under that specific parent.
Default Language	Enter the default language to be used for all emails sent at the organization level.
Approver	Enter the email address of the user who should be assigned as the default approver for assessments launched from this organization.
External ID	Enter a unique identification number for the organization that can be used to link to your external systems.
Description	Enter a description of the organization.

Processing Activities

The following fields are required for bulk importing processing activity inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.


Field	Description	Use Values in the Options Worksheet
Name	Enter the name of the processing activity.
Managing Organization	Enter the ID of the organization which manages the processing activity. The organization name can be entered only if no duplicate organization names exist. The organization must already exist in OneTrust for the bulk upload to work correctly.

Data Elements

Use the Options worksheet in the template to reference the options available. For more information, see Bulk Importing Personal Data.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.


Field	Description	Use Values in the Options Worksheet
Data Element Name	Enter the name of the data element.
Data Category	Enter the category of data to which the data element applies.
Data Classification	Enter the classification for the data element.
Description	Enter a brief description of the data element.

Assets

The following fields are required for bulk importing asset inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.


Field	Description	Use Values in the Options Worksheet
Name	Enter the name of the asset.
Managing Organization	Enter the ID of the organization which manages the asset. The organization name can be entered only if no duplicate organization names exist. The organization must already exist in OneTrust for the bulk upload to work.
Hosting Location	Enter the name of the country where the asset is hosted.

Glossary Terms

Field

Description

Data Asset Name

Add the name of the data asset.

Data Asset ID

Add the data asset ID. (Required)

Data Asset Type

Add the data asset type.

Data Source Name

Add the name of the data source.

Data Source Type

Enter a type of data source.

Parent Object Name

Enter the name of the asset's parent object.

Parent Object ID

Enter the ID of the asset's parent object

Friendly Name

Enter a friendly name for the data asset.

Description

Enter a description of the data asset.

Technical Owner

Enter a user who is the technical owner for the asset.

Data Steward

Enter a user who is the data steward for the asset.

Business Owner

Enter a user who is the business owner for the asset.

Content Type

Enter the content type.

Mark as Trusted

Enter True to mark as trusted.

Enter False to mark as not trusted.

Data Asset ID

Enter the data asset's ID.

Term Name

Enter a term name.

Legal Entities

The following fields are required for bulk importing legal entity inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.


Field	Description	Use Values in the Options Worksheet
Name	Enter the name of the legal entity.
Organization	Enter the ID of the organization which manages the legal entity. The organization name can be entered only if no duplicate organization names exist. The organization must already exist in OneTrust for the bulk upload to work.
Primary Operating Location	Enter the name of the primary location that the legal entity operates in.


Field	Description	Use Values in the Options Worksheet
DataSubject	Enter the data subject identifier value.
PurposeID	Enter the purpose GUID as an alternative to the name.
PurposeName	Enter the purpose for which the consent has been granted.
CollectionPointID	Enter the collection point GUID as an alternative to the name.
CollectionPointName	Enter the collection point from which the consent receipt originates.
TransactionType	Enter the status for the purpose of the data subject.
Date	Note: Ensure this cell is formatted as a text string and is not being automatically formatted by Excel. Enter the date on which the consent was granted in the format yyyy -mm-dd. You can include specific time details in the format yyyy -mm-ddThh:mm:ss
Notes	Enter any relevant notes regarding the consent transaction.
Custom Payload	Enter the payload in which consent preferences are logged.
{Topics}	Each topic appears as its own column. Enter a Y in the columns for the topics to which the data subject has consented. If you select a topic for a purpose that does not have that topic, the row will not be uploaded and the upload will have an error.

Vendors

The following fields are required for bulk importing vendor inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.


Field	Description	Uses Values in the Options Worksheet
Name	Enter the name of the vendor.
Organization	Enter the ID of the organization which is responsible for the vendor. The organization name can be entered only if no duplicate organization names exist. The organization must already exist in OneTrust.
Type	Enter the type of vendor.

Engagements

The following fields are required for bulk importing engagements. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.


Field	Description	Use Values in the Options Worksheet
Engagement Name	Enter the name of the engagement.
Primary Vendor (GUID)	Paste the GUID for the engagement record.
Organization	Enter the name of the organization which is responsible for the engagement.
Type	Enter the type of engagement.
Start Date	Enter the start date of the engagement (yyyy-mm-dd format).
End Date	Enter the end date of the engagement (yyyy-mm-dd format).
External Contact	Enter the email address of the external contact.
Notes	Enter any notes associated with the engagement.
Scope	Enter the scope of the engagement.

Controls Library

The following fields are required for bulk importing the controls library. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.


Field	Description	Use Values in the Options Worksheet
Control ID	Enter the control GUID as an alternative to the name.
Name	Enter the name of the control.
Organization	Enter the name of the organization that is responsible for the control.
Description	Enter a brief description of the control.
Category	Enter the category of data to which the control applies.
Framework	Enter the name of the framework to which the control is a part of.

Findings

The following fields are required for bulk importing audit findings. Complete the remaining optional fields, as necessary. Use the Options worksheet in the template to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.


Field	Description	Use Values in the Options Worksheet
Finding Type	Select the finding type.
Finding Description	Enter a brief description of the finding.
Deadline	Enter a deadline for the finding.
Organization	Select the organization in which the finding was identified.

Contracts

The following fields are required for bulk updating vendor inventory records. Complete the remaining optional fields, as necessary. Use the Options worksheet to reference the options available.

Note:

GUIDs, names, and other record information can be found on the Options worksheet and by downloading an export of your inventory records.


Field	Description	Use Values in the Options Worksheet
Contract Name	Enter the name of the contract.
Type	Enter the type of contract.
Primary Vendor (GUID)	Enter the GUID for the primary vendor in which the contract is related. This information must be pasted from the exported inventory.
Organization	Enter the name of the managing organization responsible for the vendor. The organization must already exist in OneTrust.
Status	Enter the current status of the contract.
Date Created	Enter the date of the contract agreement date.

Third-Party Management

Step 1: Bulk Import Legal Entities