Managing Custom Integrations

Once your systems and credentials are established, you can begin creating custom integrations to automate your organization's processes and tasks.

Things to Know

Note:

Before you begin building your integrations, you will need the following information:

  • The Hostname for your instance/account in the system. This will replace example.com in the Request URL field.

  • Any URL parameters that won't be returned by a previous step in the workflow (e.g. a custom data object ID, Field ID, etc.).

To create a custom workflow

The Integration Builder screen will appear when new workflows are created. You can also access the Integration Builder screen by clicking on the name of the workflow on the Integrations screen.

  1. Select and configure the OneTrust trigger from which the workflow should launch. For more information, see OneTrust Triggers.
    Note:

    For example, targeted data discovery (TDD) would require a Data Subject Request System Subtask Created trigger.



  2. Click the Add button.

    The Add Action section appears.

  3. Choose either a system, OneTrust, or logical action.


  4. If a system or OneTrust action is selected, configure the action's request, response, and settings for error handling. If a logical action is selected, provide the necessary inputs for configuration.

    If you choose to launch a workflow from an existing system, the available action choices will be conditional to the chosen system.

    Note:

    For more information, see the Managing Integration Workflows topic in the Integrations knowledge base.

  5. Add and configure additional steps as needed.
    Note:

    The steps in a workflow are conducted sequentially. Data returned by one step can be used in subsequent steps to fully automate tasks.

  6. Click the Save button.

OneTrust Triggers

Every workflow is required to have a trigger which is the event that kicks-off the workflow. Triggers can be initiated from either module or built-in events. Additional filter criteria can be applied to module events as conditions.

Note:

Some triggers may be under Public Preview. Please contact OneTrust Support to request early access.

Trigger

Description

Activity Log

Activity Record Create: The workflow will be triggered when a new activity record is created.

Audit Management

Audit Task Created: The workflow will be triggered when a new audit task is created.

Audit Task Updated: The workflow will be triggered when an audit task is updated.

Audit Updated: The workflow will be triggered when the audit is updated.

Audit Workflow Stage Updated: The workflow will be triggered when an audit workflow is advanced to the stage.

Workpaper Task Created: The workflow will be triggered when a new workpaper task is created.

Workpaper Task Updated: The workflow will be triggered when a workpaper task is updated.

Consent

Collection Point Published: The workflow will be triggered when a collection point is published.

Custom Preference Update: The workflow will be triggered when a custom preference is updated.

Data Subject Consent Updated: The workflow will be triggered when a data subject's consent preferences are updated through a collection point or preference center.

Data Subject Deleted: The workflow will be triggered when a data subject profile has been deleted.

Data Subject Element Update: The workflow will be triggered when a data subject element has been updated.

Data Subject Profile Updated: The workflow will be triggered when a data subject profile is updated.

Purpose Published: The workflow will be triggered when a new version of a purpose is published.

Purpose Update: The workflow will be triggered when a purpose is updated.

Data Catalog

Data Catalog Update: The workflow will be triggered when the data catalog is updated with fresh data points.

Data Policy Applied: The workflow will be triggered when data policy is applied.

Glossary Term Created: The workflow will be triggered when a new glossary term is created.

Tag-Data Asset Automation Updated: The workflow will be triggered when tag is applied to a data asset.

Data Discovery

Identity Search: The workflow will be triggered when the identity search matches the discovered user(s).

Data Mapping Automation

Asset Data Elements Uploaded: The workflow will be triggered when an asset's data elements are uploaded.

Inventory Asset Created: The workflow will be triggered when an inventory asset is created.

Inventory Asset Deleted: The workflow will be triggered when an inventory asset is deleted.

Inventory Asset Updated: The workflow will be triggered when an inventory asset is updated.

Inventory Processing Activity Created: The workflow will be triggered when an inventory processing activity is created.

Inventory Processing Activity Deleted: The workflow will be triggered when an inventory processing activity is deleted.

Inventory Processing Activity Updated: The workflow will be triggered when an inventory processing activity is updated.

Evidence Collection

OT Evidence Collection: The workflow will be triggered when an evidence task is created to collect evidence.

Privacy Rights Automation

Data Subject Access Request Created: The workflow will be triggered when a request is logged in the Data Subject Request queue.

Data Subject Access System Subtask Created: The workflow will be triggered when a system subtask is created as part of a data subject request.

Incident Management

Incident Stage Transition: The workflow will be triggered when there are changes in an Incident Management workflow.

Issue Manager

Issue Created: The workflow will be triggered when the issue is created.

Issue Deleted: The workflow will be triggered when the issue is deleted.

Issue Updated: The workflow will be triggered when the issue is updated.

PIA & DPIA Automation

Assessment Approval Stage Change: The workflow will be triggered when the assessment reaches the approval stage.

Assessment Completed: The workflow will be triggered when an assessment is completed.

Assessment Created: The workflow will be triggered when an assessment is created.

Assessment Submitted: The workflow will be triggered when an assessment is submitted.

Policy & Notice Management

New Version Published: The workflow will be triggered when a new policy version is published.

Privacy Notice Management

Policy Notice New Version Published: The workflow will be triggered when a new privacy notice version is published.

Reports

Bulk Export Completed: The workflow will be triggered when a bulk export is finished.

Report Created: The workflow will be triggered when there is a new report created.

Risks

Control Implementation Add Attachment: The workflow will be triggered when an attachment is added to a control implementation.

Control Implementation Created: The workflow will be triggered when a risk control implementation is created.

Control Implementation Deleted: The workflow will be triggered when a risk control implementation is deleted.

Control Implementation Updated: The workflow will be triggered when a risk control implementation is updated.

Risk Created: The workflow will be triggered when a new risk is created.

Risk Deleted: The workflow will be triggered when a risk is deleted.

Risk Updated: The workflow will be triggered when a risk is updated.

Third-Party Due Diligence

Integrations for Third-Party Due Diligence need to be set up from directly within the product, not within Integrations. See the following articles in the order listed below to set up Third-Party Due Diligence integrations:

Third-Party Risk Management

Contract Created: The workflow will be triggered when a contract is created.

Contract Deleted: The workflow will be triggered when a contract is deleted.

Contracted Updated: The workflow will be triggered when a contract is updated.

Engagement Created: The workflow will be triggered when an engagement is created.

Engagement Deleted: The workflow will be triggered when an engagement is deleted.

Engagement Updated: The workflow will be triggered when an engagement is updated.

Inventory Vendor Created: The workflow will be triggered when an inventory vendor is created.

Inventory Vendor Deleted: The workflow will be triggered when an inventory vendor is deleted.

Inventory Vendor Updated: The workflow will be triggered when an inventory vendor is updated.

Built-in Triggers

Trigger

Description

Scheduler

The workflow will be triggered on a set schedule.

This trigger is configured by setting the frequency according the following:

  • Hourly

  • Daily

  • Weekly

  • Monthly

  • Yearly

Webhook

The workflow will be triggered based on a webhook action.

This trigger is configured using the Request Body JSON Schema. If you do not have the schema, you can generate it using the response payload for the webhook.

Adding Actions

System Actions

The workflow will initiate the selected action in the external system. System actions are configured by selecting the relevant credentials.

You can also customize the body of the request to meet the specific needs or circumstances of the workflow.



OneTrust Actions

The workflow will initiate the selected action taken is a direct result of an module-based objective (request updated, task deleted, etc.)



Logic Actions

The workflow can apply conditional actions to subsequent workflow steps and automate actions, like email sending, file creation, data creation or updates, according to the results of prior steps. These are powerful tools that allow you to intelligently design a workflow to solve for if/then common scenarios and reduce administrative overhead of bulk work, notification tasks, and file or data management.



For more information on the types of available actions and use cases, see the following:

To test a workflow

  1. On the Integrations menu, select Integrations.

    The Integrations screen appears.

  2. Click on an existing integration or click the Add New button to create a new integration.

    The Integration Builder screen appears.

  3. Click the Context Menu icon.
  4. Select Test Workflow.

    The Test Workflow pane appears.

  5. Select which type of event data to test the workflow.


    Field
    Description
    Saved Event Data

    Choose one of the saved events populated in the selection field.

    Create New Event Data

    Provide a unique name and event data in the given fields.

  6. Click the Test button.
  7. The Response tab will return a success or failed status. You can use the Logs tab and Expand button to further investigate this payload.


To activate a workflow

Note:

You must first configure a workflow with a trigger and action before it can be activated.

  1. Go to the Integration Builder screen for the workflow you want to activate.
  2. Click the Activate button. A confirmation dialog appears.


  3. Click OK. The workflow is now activated.

To deactivate a workflow

  1. Go to the Integration Builder screen for the workflow you want to deactivate.
  2. Click the Deactivate button.

To export a workflow

  1. Go to the Integration Builder screen for the workflow you want to export.
  2. Open the Context menu, then select Export Workflow. The JSON for the workflow will download.

To import a workflow

  1. On the Integrations menu, select Integrations.

    The Integrations screen appears.

  2. Click the Import button.

    The Import modal appears.

  3. Complete the fields as needed.


    Field
    Description
    Import Type

    Workflow: Create is default import type.

    Workflow Name

    Enter a name for the workflow.

    File

    Select a JSON file that's structured with the new workflow.

  4. Click the Add button.