Project Respondents FAQ

The Project Respondent is a new OneTrust system role that can be assigned to users. The Project Respondent role is assignable when launching an assessment to a new respondent that does not currently exist on your system.

A user with the Project Respondent role can do the following:

• Create a password and log into your account

• Access a list of all assessments assigned to them

• Be assigned assessments and respond to assigned assessments

• Be assigned risks, needs more information, and add comments to assessments

Project Respondents can manage and view the list of assessments assigned to them within the account. Since users with the Project Respondent role can login with a password, it will be easier to track who is making updates and responding to assessments.

Any unrecognized user emails added to the respondent field prior to launching an assessment will be grouped into a list. You can review this list and create accounts for these users to login with the Project Respondent role.

The Project Respondent flow is controlled via the Global Settings under Assessments. Ensure you have the Allow Creating Project Respondents from Assessments option enabled. If the Allow Creating Invited User setting is disabled and a template with an inventory or user attribute question is published, new users will be created as Project Respondents.

Yes. For more information on reassigning an Invited User role, see Converting an Invited User to a Project Respondent.

No. Access to the Self-Service Portal is not included in the permissions for a Project Respondent. To give access to the Self-Service Portal, you can create a custom role by copying the Project Respondent role and adding permissions. See Custom Role Troubleshooting to confirm needed permissions.

The metadata visible to project respondents depends on their permissions.

With a standard Project Respondent role, the user will have basic access. If you want to give the user expanded access to your assessments metadata, you can create a custom copy of the Project Respondent role and add the Advanced Assessment Metadata permission to the role.

For more information, see Creating and Editing Custom Roles.

Metadata Visibility for Project Respondents

Metadata	Basic access	Advanced access
Assessment Metadata Pane
Basic Information
Name
Organization
Template
Workflows
Description
Deadline
Reminder
Send Email to
Primary record
Tags
Workflow approvers
Approver(s)
Comments
Participants
Respondent(s)
Comments
Additional information
ID
Stage
Stage details (workflow status bar)
Result
Result Comments
Date Created
Creator
Template Version
Question Labels
Residual Risk Score
Open Risk Count
Open Info Request Count
Inherent Risk Score
Target Risk Score
Assessment List Page
ID
Name
Stage
Result
Residual risk score
Organization
Respondent
Approver
Deadline
Open info request count
Open risk count
Tags
Open issue count
Workflows
Template
Creator
Date created
Date completed
Date submitted
Primary record name
Primary record id
Pending reviews
Template version
Approval stage
Inherent risk score
Target risk score