User Guide Free

OneTrust Free Edition User Guide
Prepared for
OneTrust Customers
10/17/2017
Version 3.7.0
Disclaimer
No part of this document may be reproduced in any form without the written permission of the copyright owner.
The contents of this document are subject to revision without notice due to continued progress in methodology,
design, and manufacturing. OneTrust LLC shall have no liability for any error or damage of any kind resulting from
the use of this document.
OneTrust products, content and materials are for informational purposes only and not for the purpose of providing
legal advice. You should contact your attorney to obtain advice with respect to any particular issue. OneTrust
materials do not guarantee compliance with applicable laws and regulations.
Introduction
Welcome to the OneTrust User Guide, your comprehensive guide to getting started with OneTrust.
OneTrust is the leading global software to operationalize data privacy compliance and Privacy by Design.
OneTrust automates privacy impact assessments and data mapping, identifies privacy risks, and enforces
risk management and control activities in an integrated and agile approach.
Our web-based software provides a central repository for privacy professionals to collaborate with
business groups, service providers and trusted advisors managing privacy risks across customer data,
employee data, and vendor data transfers.
The result is the ability to demonstrate accountability and compliance with EU's data protection
requirements (GDPR, BCR, Privacy Shield), and globally across privacy jurisdictions and frameworks.
Purpose
This User Guide is designed to walk you through the different functionalities within the OneTrust
Platform.
ii
Copyright 2017 OneTrust LLC. All rights reserved. Proprietary & Confidential.
Table of Contents
PIA .................................................................................................................................................. 4
1 Questionnaires.............................................................................................................................................. 5
2 Projects ........................................................................................................................................................ 19
3 Dashboard ................................................................................................................................................... 39
Readiness Assessments .............................................................................................................. 41
1 Assessments ................................................................................................................................................ 42
2 Reports ......................................................................................................................................................... 45
Cookie Compliance ..................................................................................................................... 48
1 Websites....................................................................................................................................................... 50
2 Scan Results................................................................................................................................................. 53
3 Cookie Banner............................................................................................................................................. 60
4 Cookie Policy ............................................................................................................................................... 65
5 Preference Center ...................................................................................................................................... 73
6 Script Integration & Publishing ................................................................................................................. 78
7 Multi-Lingual Websites .............................................................................................................................. 84
8 Advanced Settings [Classic Cookie Compliance] ............................................................................ 86
Account Basics............................................................................................................................. 88
1 Settings......................................................................................................................................................... 89
iii
PIA
Risk Tracking
Questionnaire Projects Reports
(Review)
(PIA/DPIA) Launch & Collect Analyze and
Enforce and
Build and Design Responses Report Results
Remediate Risk
PIA .................................................................................................................................................. 4
1 Questionnaires.............................................................................................................................................. 5
1.1 Create a Questionnaire ............................................................................................................. 5
1.2 Modify a Questionnaire ............................................................................................................ 7
1.3 Publish Questionnaire ............................................................................................................ 14
2 Projects ........................................................................................................................................................ 19
2.1 Create a Project ....................................................................................................................... 19
2.2 Assign a Project ....................................................................................................................... 22
2.3 Complete a Project .................................................................................................................. 25
2.4 Review Project ......................................................................................................................... 26
2.5 Project Actions ........................................................................................................................ 29
2.6 Project Risks ............................................................................................................................ 37
3 Dashboard ................................................................................................................................................... 39
3.1 Dashboard ............................................................................................................................... 39
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1 Questionnaires
1.1 Create a Questionnaire

When creating a questionnaire, you have 3 options: Create Your Own, Choose From Gallery, or Import
Questionnaire.
Create Your Own

1. Navigate to Questionnaires from the left-hand navigation.
2. Choose Create Your Own
3. Give the questionnaire a name, description, and choose an icon. When ready click Create
Questionnaire.
Note: The name, description and icon can be changed later in the Draft of the questionnaire.
4. You will be taken to a new questionnaire for you to add questions and sections.
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Choose from Gallery

2. Select Choose from Gallery
3. Select a Questionnaire Template to Preview
4. When ready to begin customizing the questionnaire, select Choose This Questionnaire in the
bottom right of the screen
5. Give your questionnaire a name, a description and choose an icon. When ready hit Create
Questionnaire.
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Note: The name, description and icon can be changed in the Draft of the questionnaire.
6. The questionnaire is created in Draft mode for you to begin customizing the content to fit your
organizations needs
Import Questionnaire
2. Select Import Questionnaire
3. OneTrust will import your questionnaire on your behalf. Simply email your questionnaire to
support@onetrust.com with your company and the questionnaire name. A support representative
will begin the import process and notify you when its complete.
1.2 Modify a Questionnaire

Questionnaire Details
Update Questionnaire Name, Description, and Icon using the Questionnaire Details section of the
template builder.
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Modify Welcome Text

Welcome Text acts as the home page for your questionnaire. It is the first page your respondents see.
Modifying the questionnaires Welcome Text can provide additional clarity around the purpose and need
for completing the project. Welcome Text is a useful place to address FAQs, provide privacy-specific
definitions and link to outside knowledge sources.
1. From the draft mode of a questionnaire select Welcome Text Option, then Custom
2. From this screen, you can modify the existing welcome text to fit your organizations needs
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3. Save upon completing your updates or Cancel to avoid saving changes
Template Builder
Drag and drop pre-built questions into sections of your template using the Template Builder
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Question Types
There are 7 question types available in a questionnaire:
Textbox
Multichoice
Yes/No
Date
Data Elements
Textbox
Allows you to collect short open-ended answers from respondents
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Multichoice
Allows the respondent to select from a list of options. Enable Multiselect to allow the respondent to select
multiple options
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Multiple-choice questions can also be displayed as a searchable dropdown. Keep in mind that enabling
the dropdown feature will disable Multiselect as a question feature.
Option hints can also be enabled for applicable answer choices.
Yes/No
Allows the respondent to provide a Yes/No answer to a binary question. Allow Not Sure to give unsure
respondents an option.
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Date
Allows the respondent to choose a specific date either in the past or in the future.
Conditional Logic
For multichoice and yes/no questions, create Conditions. Conditions can be set based on the response
to a question.
1. Select the branching logic icon from the edit mode of a question
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2. Add Condition
3. Set the logic for the question then select Save and Close
4. Example:
a. Skip To If Equal to Yes go to Question 2, If Equal to No go to Question 6
b. Add Risk - If certain answer is selected or not selected, Flag Risk
1.3 Publish Questionnaire

Publish a questionnaire to use it as part of a project or set it as a threshold questionnaire. Site admins
can enable or disable the ability to edit published templates by locking/unlocking the questionnaire.
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1. From the draft mode of a questionnaire select Publish Questionnaire and then OK
2. The questionnaire will appear in a Published state in the templates page.
Create Questionnaire Version

1. Navigate to Questionnaires from the navigation menu
2. Select the Published questionnaire to make changes to
3. From the Read Only view select Edit Questionnaire. This Version allows you to edit question
names and descriptions. New Version allows you to add new questions, delete questions, add new
sections, and set conditional logic
4. Select Draft and then click the questionnaire Icon to be taken directly into edit mode of the new
version. Publish the new version of the questionnaire when ready to use
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Copy Published Questionnaire

2. Select the Published questionnaire to make changes to and click the gear icon
3. Select Copy Published and a new copy will be created in draft mode
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Archive Published Questionnaire

2. Select the Published questionnaire to make changes to and click the gear icon
3. Select Archive Questionnaire and then OK
4. Selected questionnaire now appears in the Archives
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5. Reactivate the questionnaire by clicking the gear icon and selecting Re-activate Questionnaire
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2 Projects
2.1 Create a Project

Create a New Project
1. Navigate to Projects from the left-hand navigation
2. Click the Add Projects button to add a project from an existing published questionnaire
3. The Add Project button will open a new page which allows you to add an existing published
questionnaire. To learn more about how to create and publish a questionnaire, please navigate to
Create your own Questionnaire
4. Select the published questionnaire you would like to use for your project.
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5. Provide the following information to create your project:
a. Name*
i. This field requires you to input the name of the project.
b. Description
i. Provide a description of the project aim and objectives or a relevant description

depending on the use case.
c. Group
i. This field requires you to assign the project to a group in the Organizational
Hierarchy. Learn more about groups under the Manage Users, Groups, and
Organizations section
d. Approver
i. Set the overall project approver.
Note: Configure auto-assignment rules in Assign Default Approvers settings.
e. Deadline (optional)
i. Allows you to set the latest date by which the project should be completed. An extra
option called "Reminder" is revealed where you can set a default reminder in
number of days.
f. Project Tags
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i. Add keywords or terms to help describe the project and allow it to be found by
using the search function. Tags are generally informal and personal depending on
the project and use case. You can modify these tags even after the project is created
using the Modify Tags option.
Note: You must first enable Project Tagging from the Settings page
6. The option called Assign Project Respondents button lights up. Select the button to begin
assigning the respondents.
Note: In case you don't assign the project to right person, there is an option to re-assign later
7. Choose Project Respondents
a. Respondent
i. The project respondent is assigned to the project and is responsible for completing
the project.
ii. Here, you can choose who to assign the project:
(1) Me (Project creator)
(2) Someone Else: this could be someone added to the account as a user or you
can send an email to someone else and they could be internal to your
company or external. To learn more about users, please see the Manage
Users, Groups, and Organizations section.
(3) Multiple Respondents: This option allows you to assign the project to
multiple respondents by sections in the questionnaire
Note: You can't add multiple respondents if the questionnaire contains some logical conditions or only has one
section.
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8. A confirmation email is sent to the respondent indicating project assignment
2.2 Assign a Project

Assign Respondents/Multiple Respondents
Assign the project to multiple respondents by sections in the questionnaire
Comment: Free text section where you can include comments to the respondents.
Cancel: Cancel and return to the projects home page.
Previous: Return to the project information page.
Create Project Button: Creates and saves the project, ready for you to begin.
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Note: You cannot add multiple respondents if the questionnaire contains some logical conditions or only has
one section.
Project Notifications
When a project is assigned or completed, an email notification is sent to respondents and approvers.
Respondents
Once you invite a respondent using an email address, an email notification is triggered. This applies for
the assignment and re-assignment also. The notice allows the respondent to access the questionnaire.
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Approvers
Assigning and re-assigning a project approver automatically triggers and emails a notification which
allows the approver to access the platform.
If a deadline is included, its automatically added to the calendar
Reassign Project Respondent

You can reassign the respondent. Click on the name link and a menu opens where you can either send an
email invite or choose an existing account user. To learn more about users, please see here, (link to
users)
Reassign Project Approver

You can reassign the project approver. Click on the name link and a menu opens where you can choose
the existing user to reassign the project. There's also a free text section to enter any accompanying
comments.
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2.3 Complete a Project

Comments/Attachments/History
When answering questions, attach a document to a question
Write comments on a question to include relevant information
A history of any interactions with the question is recorded and can be viewed.
Project states
In Progress
The questionnaire has been assigned to respondent/s and the project workflow is underway, moving
forward to a state of completion.
Under Review
The respondent has submitted the project and it is under examination by the approver.
During this state, the approver can:
Flag risks
Ask for more information on specific responses
Write approval and/or internal notes
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More Information Needed
A request for more information can be made by the approver using the Needs More Info button to
either get more clarification or supporting evidence.
This will send the project into a more information needed state. A notification will be sent to the
respondent of the request.
In Mitigation
During the state, a measure or set of measures are taken to reduce or eliminate the associated risks
flagged during review.
Order by risk ascending or descending
Filter by needs attention
Mitigation Deadline
Resolve
Request Exception
Edit or Delete
2.4 Review Project

Review Project Responses
Once the respondent submits the project, it is set to the "Under Review State", for more detailed
information about all the different states, please see the Project states section.
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Review state allows you to check and look through all the responses submitted.
Note: Learn more about reviewing project responses in the Flag Project Risks and Request More Info section
Name: Click on the name link to rename the project.
Description: Click on the description link to modify the description.
Flag Project Risks and Request More Info

Flag Risks for a question or multiple questions by selecting Flag Risk and provide the following
information
Review and Flag Risks using Heatmap

Review the fully completed PIA and flag a response as a risk using the activated Heat Map
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Internal Notes/Approval Notes

Add Approval Notes and Internal Notes to your project.
Approval notes will be listed at the top of the PDF report.
Internal notes will only be visible to you.
Resolve Risk or Request Exception

If any risks are flagged, you will be prompted to continue to Risk Tracking
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Proceed to Risk Tracking and provide any recommendations after reviewing all risks associated with this
process
2.5 Project Actions

Project Actions from within a Project
If the mouse is hovered over the button in the top right corner of a project, you can choose from
various project actions.
Share Project
Share a project with a Project Viewer to grant read-only access to the project.
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Note: To share the project with a Project Viewer, you must first create a user and set the role as Project Viewer
from the Admin page.
Create New Version
Creating a new project version creates a new version of a submitted project that includes assessment
responses. The new version allows you to quickly mark all responses as No Additional Changes if no
changes need to be made.
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Note: Versioning is not available for projects associated with threshold questionnaires and the project must be
submitted before creating a new version.
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Show/Hide Review Notes
Users can choose to Show/Hide Review Notes for a submitted project.
Duplicate Project
Duplicate project enables users to copy or duplicate existing projects and responses.
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Note: Threshold Questionnaires cannot be duplicated, project comments and attachments are not copied, and
Data Element responses will not be copied if projects state is Pending
Project Actions from Projects Screen
Export as PDF
Generates a PDF (Portable Document Format) report of the project with the approval notes.
View Project History
Use this action to see the project history, it will open a pop-up window where you can search through the
project history. You can also filter projects based on the status.
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Share Project
Share a project with a Project Viewer to grant read-only access to the project.
Note: To share the project with a Project Viewer, you must first create a user and set the role as Project Viewer
from the Admin page.
Delete Project
Deletes the project and all its versions; theres a confirmation alert to confirm the delete action.
Duplicate Project
Duplicate project enables users to copy or duplicate existing projects and responses. This action can be
launched from the Projects menu or from within a project.
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Note: Threshold Questionnaires cannot be duplicated, project comments and attachments are not copied, and
Data Element responses will not be copied if projects state is Pending
New Project Version
Creating a new project version creates a new version of a submitted project that includes assessment
responses. The new version allows you to quickly mark all responses as No Additional Changes if no
changes need to be made.
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Note: Versioning is not available for projects associated with threshold questionnaires and the project must be
submitted before creating a new version.
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2.6 Project Risks

View Risk Reports
1. First, select the Risk flag on the left-hand side of the screen to enter the Risk view.
2. Manage columns to only view specific aspects of Risk Report
3. Export CSV
Risk Status Filter

1. Click on the Filters button at the top right of the screen
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2. Filter risks by risk status (Identified, Recommendation Added, Resolved, Exception Requested, and
Accepted)
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3 Dashboard
3.1 Dashboard
1. Select Dashboard tab in the left-hand navigation
2. View and filter Project Status Viewer
3. View and filter Aging Projects
4. View and filter Risk Summary by Organization Group and by Risk Status [3.3.0]
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5. View Project Count by Open Risk and Filter by Organization Group and Template [3.3.0]
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Readiness Assessments
OneTrust Readiness Assessments help organizations gauge their position to meet the requirements of
Privacy Shield, GDPR, and Binding Corporate Rules for Processors and Controllers (BCR). The Readiness
Assessments provided by OneTrust have been generated by subject matter experts within the IAPP
community, indicated at the start of each assessment.
Readiness Assessments .............................................................................................................. 41

1 Assessments ................................................................................................................................................ 42
1.1 Complete a Readiness Assessment ........................................................................................ 42
2 Reports ......................................................................................................................................................... 45
2.1 View or Download Readiness Assessment Report ................................................................. 45
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1 Assessments
1.1 Complete a Readiness Assessment

1. Navigate to Readiness on the navigation menu.
2. On the Readiness dashboard, you will see 4 Readiness Assessments:
a. EU-U.S. Privacy Shield Readiness Assessment
b. GDPR Readiness Assessment
c. BCR Readiness Assessment (Controllers)
d. BCR Readiness Assessment (Processors)
3. Begin or Continue a Readiness Assessment by clicking the blue button at the bottom of the tile
4. View the Welcome note that clarifies the purpose and need for the readiness assessment. It is a
useful place to address FAQs, provide privacy-specific definitions and link to outside knowledge
sources.
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5. Click Next Section to begin or continue the Readiness Assessment
6. Answer the questions provided, enter justifications, and/or attach documents for each question
throughout the Readiness Assessment
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7. Navigate between sections by clicking on the sections on the left-hand submenu
8. Click the down arrow for each section to quickly view the question and gap analysis for each
section
9. Note that some sections and questions will appear/disappear based on your response to each
question.
10. Once you have completed the assessment, click View Report or Done
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2 Reports
View Reports to review identified gaps and view a recommended plan of action for each gap identified.
Access Readiness Assessment Reports in two ways: through the Readiness Dashboard or from within the
Readiness Assessment
2.1 View or Download Readiness Assessment Report

1. Navigate to Readiness on the navigation menu.
2. On the Readiness Dashboard, you will see 4 Readiness Assessments
3. Click View Report for the report that you want to analyze, or if youre already in the assessment
view, click the View Report button from within the assessment
4. The Report view will open and you will see a collapsed view of responses & gaps by section
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5. Expand each section to view status, question, answer, recommendation, and

evidence/attachments
6. Attach evidence from the reports view by clicking the under the Evidence column
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7. Download the report by clicking Export PDF from the Reports screen or Download Report from
the Readiness Dashboard screen
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Cookie Compliance
OneTrust Cookie Compliance provides functionality to make websites compliant with EU online privacy
laws.
These laws require website owners to obtain consent from visitors to make use of cookies or other
similar local/browser storage technologies including Flash Storage, HTML5 local storage, and web-
beacons or single pixel gifs used to track web page usage.
Cookie Compliance ..................................................................................................................... 48

1 Websites....................................................................................................................................................... 50
1.1 Run a New Website Scan ......................................................................................................... 50
2 Scan Results................................................................................................................................................. 53
2.1 Dashboard ............................................................................................................................... 53
2.2 Cookies .................................................................................................................................... 54
2.3 Tags ......................................................................................................................................... 55
2.4 Forms ....................................................................................................................................... 56
2.5 Pages ....................................................................................................................................... 58
3 Cookie Banner............................................................................................................................................. 60
3.1 Cookie Banner Management .................................................................................................. 60
4 Cookie Policy ............................................................................................................................................... 65

4.1 Standard Consent Groups....................................................................................................... 65
4.2 Subgroups ............................................................................................................................... 66
4.3 Create, Edit, and Reorder Groups and Subgroups ................................................................. 66
4.4 Assign Cookies to Groups ....................................................................................................... 69
5 Preference Center ...................................................................................................................................... 73

5.1 Preference Center Details ....................................................................................................... 73
5.2 Preference Center Styling ....................................................................................................... 74
5.3 Consent Settings ..................................................................................................................... 75
6 Script Integration & Publishing ................................................................................................................. 78

6.1 Do Not Load jQuery ................................................................................................................ 78
6.2 The Script Elements ................................................................................................................ 78
6.3 Publish ..................................................................................................................................... 83
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7 Multi-Lingual Websites .............................................................................................................................. 84

8 Advanced Settings [Classic Cookie Compliance] ............................................................................ 86
8.1 Add Multiple Domains ............................................................................................................. 86
8.2 Schedule Audits ....................................................................................................................... 86
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1 Websites
1.1 Run a New Website Scan

1. To get started with Cookie Compliance, click the Cookie Compliance, button on the left-hand
navigation or access from the Welcome Screen.
2. Click the Add Website button to bring up the Add Website dialogue box
3. Add your website in the Website URL field, and click the Start Audit button.
4. You will then be directed to the Websites screen where you can view past scans and scans in
progress
5. If your license permits, you can add more sites while other scans are in progress. Domains in the
queue will have a Scan Pending status displayed in the Scan Results column.
6. Once the scan is complete, the results will be displayed in the table
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Website Scan Advanced Settings

1. Click the drop down under Website URL to view & change advanced settings before scanning your
website
a. Limit the scan to a certain number of pages
b. Limit the path to prevent scanning website pages outside the specified path e.g. when
scanning domain.com/path, don't include results for domain.com or domain.com/other
c. Clear previous scan history so that scan starts afresh. Previous results will be in history.
[3.6.0]
Stop an In-Progress Website Scan
You can choose to stop an in-progress website scan at any time.
If scan is In Progress, the scan will stop and the results will be available as the latest scan result.
If scan is Pending and there are no previous scans completed on the site, the scan is removed.
If scan is Pending and there is a history of one or more successful scans, then only the new scan
is removed from the pending list, and previous reports will be available as before.
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2 Scan Results
2.1 Dashboard
1. View in progress or complete scan reports by clicking View Results from the Websites page.
2. The OneTrust scanning tool attempts to identify if your site contains certain key policy documents.
We indicate whether we think we have identified a Privacy or Cookie Policy. We also look for some
common characteristics of a cookie notice or banner.
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Note: Policies currently only scans for English content in making its judgements.
3. Drill down into more detail on several of these reports by using the drop down next to the website
name
2.2 Cookies
The Cookies Detail page provides a more detailed breakdown of the types of cookies found on the site,
plus an actual list of the cookies, their attributes (like their Lifespan) and the information held about them
in our knowledge base, Cookiepedia.
The breakdown of cookies by Purpose is based on a standard adapted by us from work done by the UK
International Chamber of Commerce. Details of which can be found here: How We Classify Cookies.
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2.3 Tags
The Tags Detail page shows information on all code elements found on the site which have been loaded
from a third-party domain.
It provides a breakdown by type and lists them out by each domain.
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2.4 Forms
The Forms Detail page show information on any input forms we found on your pages during the scan.
We use a simple algorithm to identify those fields that we think are collecting personal information from
visitors.
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[3.6.0]
View all Pages where Forms are on Website
View all pages that each form is located on your website by navigating to Scan Results --> Forms, then
click Pages this form was found on to view the report.
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2.5 Pages
The Pages report lists the URLs of the site that has been scanned and identifies the number of cookies
and forms found on each page. It also identifies the pages that have a privacy policy, cookie policy, or
login form.
Drill down into each page report by selecting the desired page to display the type and count of cookies,
including the data stored in each cookie.
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3 Cookie Banner
3.1 Cookie Banner Management

Manage detailed aspects of your websites Cookie Banner including Layout, Colors, Content, and
Behavior.
Cookie Banner Layout

1. Select a basic layout for your cookie banner
2. Click Create
Cookie Banner Colors

1. Customize your Cookie Banners button, background, and text colors.
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Cookie Banner Content

1. Manage the following content for your websites Cookie Banner and see your changes updated in
the preview window on the right side of the screen.
a. Banner Title
b. Notice Description
c. Cookie Policy Link (On / Off)
i. Link Text
ii. Link URL
d. Cookie Settings Button (On / Off)
i. Cookie Settings Button label
e. Accept Cookies Button (On / Off)
i. Accept Cookies Button label
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Cookie Banner Behavior

Toggle the following options for your websites Cookie Banner:
1. Close button accepts all cookies
2. Scroll accepts cookies and closes banner
3. Show only in EU
New: Toggling Show only in EU will turn on EU level reverse IP-lookup functionality. This will mean that
visitors from outside the EU will be treated as already having accepted cookies for the site. They will not
be shown the Alert Notice, and all cookies will be automatically allowed. The Privacy Settings button will
also be hidden in the UI, but the embedded Cookie Policy will still display.
4. Hide for all
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Live Preview
1. View a live preview of what the banner will look like in your site using the Live Preview button.
2. The live preview will display the Cookie Banner on the website you scanned
Note: Some websites prevent loading of pages for the Live Preview function, if your website does this, the
banner will be displayed on a blank page.
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3. Once you are done making all changes, click Save to save your changes to the Cookie Banner.
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4 Cookie Policy
Once a scan has completed, configure your websites Cookie Policy using the results of the scan.
Consent groups are used to explain to visitors the different uses of cookies on your site, as well as set
which types of cookies users can have control over, and the type of consent offered.
4.1 Standard Consent Groups

By default, when a scan is run on a website, OneTrust automatically creates standard groups that are
automatically populated with your websites cookies. These groups are used to explain to visitors the
different uses of cookies on your site as well as set which types of cookies users can have control over,
and the type of consent offered.
The UK International Chamber of Commerce (ICC) has produced guidance on the use of standardized
categories of cookies to support better consumer education on the purposes and uses of cookies and
similar technologies.
Note: Groups will only display to the website visitor if they contain cookies
Strictly Necessary Cookies

These cookies are necessary for the website to function and cannot be switched off in our systems. They
are usually only set in response to actions made by you which amount to a request for services, such as
setting your privacy preferences, logging in or filling in forms.
You can set your browser to block or alert you about these cookies, but some parts of the site will not
then work. These cookies do not store any personally identifiable information.
Performance Cookies
These cookies allow us to count visits and traffic sources so we can measure and improve the
performance of our site. They help us to know which pages are the most and least popular and see how
visitors move around the site.
All information these cookies collect is aggregated and therefore anonymous. If you do not allow these
cookies we will not know when you have visited our site, and will not be able to monitor its performance.
Functional Cookies
These cookies enable the website to provide enhanced functionality and personalisation. They may be
set by us or by third party providers whose services we have added to our pages.
If you do not allow these cookies then some or all of these services may not function properly.
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Targeting Cookies
These cookies may be set through our site by our advertising partners. They may be used by those
companies to build a profile of your interests and show you relevant adverts on other sites.
They do not store directly personal information, but are based on uniquely identifying your browser and
internet device. If you do not allow these cookies, you will experience less targeted advertising.
Social Media Cookies

These cookies are set by a range of social media services that we have added to the site to enable you to
share our content with your friends and networks. They are capable of tracking your browser across
other sites and building up a profile of your interests. This may impact the content and messages you see
on other websites you visit.
If you do not allow these cookies you may not be able to use or see these sharing tools.
4.2 Subgroups
Subgroups are children of main groups and allow the sub-categorisation of cookies. Use of subgroups is
entirely optional, but is recommended for third party cookies.
Note: The auto-assign button will always add third-party cookies to sub-groups, using the host domain as the
name of the Group.
4.3 Create, Edit, and Reorder Groups and Subgroups

If a Group is deleted, then all the cookies in that group and any sub-group are moved to the Unassigned
Cookies group, ready for re-assignment.
Note: Standard Groups cannot be deleted
Create Group
1. To create a new group, click the Create Group button at the top-right of the screen
2. Enter a Group Name and Description in the Create Group window
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3. Click Create to save.
Important: You should ensure that the descriptions for Groups match your websites own use of cookies.
OneTrust provides default text for standard groups, but you should make sure this reflects usage on your site.
Create Subgroup
1. To create a new subgroup, click the Create Subgroup button within an existing group
2. Enter Group Name and Description in the Create Subgroup window
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3. Click Create to save.
Edit Groups
1. To edit the content of an existing group, click the pen icon next to the name of the group.
2. Edit the Group Name and Description in the Edit Group window
3. Click Update to save.
Reorder Groups
Customize the order in which groups (and sub-groups) are listed in the Preference Centre and the
Dynamic Cookies Policy list. Hover over the group or subgroup title, and drag-n-drop up or down in the
list to reorder.
Delete Cookie Groups

Delete custom Cookie Groups and Subgroups to move the cookies to the Unassigned list.
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Note: Users cannot delete standard cookie groups, only custom cookie groups.
4.4 Assign Cookies to Groups

Once you have created your groups, assigning cookies is the most important task in terms of correctly
setting up your site.
Pre-Assigned Cookies
When new sites are created, most cookies have already been categorized into Groups based on the
purpose identified in the scan. Although the cookies can be moved, it saves a lot of time to use the
defaults.
Note: Where they are third-party cookies, they are also assigned to a sub-group with a name corresponds to its
host domain.
Update From Scan

After you run a new scan on your website and there are changes to the number of cookies found on your
site, you must update the Cookie Policy with the latest results from your most recent scan if you want the
changes to be show to your visitors.
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To update, click Update From Scan in the Unassigned group. This will both add new cookies and delete
old ones. Any new cookies will go into the Unassigned cookies tables.
Unassigned Cookies
All cookies where the ICC category is Unknown are placed in the Unassigned Table.
In addition, any cookies added to the domain after first creation, for example as the result of an Audit,
will be Unassigned.
Note: First-party cookies are listed individually, third-party cookie are grouped by their host domain.
Identify Unknown Cookies

If your domain contains cookies where the category is Unknown you can contact us via
cookies@onetrust.com for help in identifying the correct category, which will make the assignment
process easier.
Auto Assign Cookies

After a scan has completed, click Auto Assign to automatically assign cookies to Consent groups based
on purpose. If cookies cannot be auto-assigned, they will remain in the Unassigned group until you
manually categorize these cookies.
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Manually Assign Cookies

Assign cookies to groups & subgroups by using OneTrusts easy drag-n-drop interface. Moving third-
party cookies will automatically create sub-groups based on the host domain if a sub-group is not
selected.
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Move Assigned Cookies

If you want to move a cookie from one group to another, go into the group, then either drag it into
another group or into the Unassigned table.
Remove Cookies from Cookie Policy

If the most recent website scan did not contain cookies previously found in past scans, you can remove
those old cookies from your Cookie Policy using the Remove Old Cookies button
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5 Preference Center
Manage detailed aspects of your websites Preference Center including Content, Styling, and Consent
Settings.
5.1 Preference Center Details

The Preference Center Details includes the content presented to users via the Preference Center.
1. After scanning your website and setting up a Cookie Banner, start setting up your websites
Preference Center by selecting Preference Center
2. Open the first tab Preference Center Details to add content to the following fields:
Title is the copy that appears at the top of the preference center.
Your Privacy Title is the top left-hand menu item which is selected by default when the
Preference Centre opens.
Your Privacy Text is the copy that appears in the main panel area when the Preference
Centre first loads.
Cookie Policy Link is the text of the link to your privacy or cookies policy page.
Cookie Policy URL is the URL of your cookie or privacy policy page.
Allow All Cookies Button allows you to change the text of the button in the Preference
Centre that makes all groups active.
Save Settings Button allows you to change the text of the button that saves choices and
closes the Preference Centre
Active Label allows you to change the text next to the check box where visitors turn off/on
different types of cookies.
Always Active Label allows you to change the text to indicate when the visitor cannot
control types of cookies.
Cookies Used Label This is the text label for the list of cookies, which is used in the
Preference Centre if Hide Cookies is not ticked, and in the Dynamic Cookies Policy Tag.
Show Cookies List lets you choose to list cookies within the interface as well as on your
cookie policy page using the Dynamic Cookies Policy Tag. This is switched off by default.
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5.2 Preference Center Styling

Customize your Preference Centers colors, logo, and custom CSS.
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5.3 Consent Settings

Managing Consent Groups
Consent groups are a way to explain to visitors the different uses of cookies on your site, as well as set
which types of cookies users can have control over, and the type of consent offered.
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Choosing a Consent Model

You can select one of five models of consent to use on your site from the Consent Model drop-down.
Choosing a Consent Model will automatically set the initial default status of each group to support the
model chosen.
Information Only
Implied Consent
Explicit Consent
Owner Defined
Soft Opt-In
The default configuration for newly created domains, or additional languages, is Implied Consent.
You can also overwrite the initial status of individual Groups, as described below. Changing any
individual group status will automatically change the global setting to Owner Defined.
Individual Default Status

The default initial status of groups determines whether cookies will be set or blocked on the first visit by a
user. This is automatically configured when you choose a Consent Model, but can be re-set individually
for each Group.
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There are 5 possible statuses:
1. Active cookies will be set unless and until the visitor opts-out of this group. This is the initial
status for groups with the Implied Consent model.
2. Inactive cookies will not be set until visitors actively allow them. This is the initial status for
groups with the Explicit Consent model.
3. Always Active use this where you do not want to give visitors control over these cookies. The
Strictly Necessary group is Always Active by default and cannot be changed.
4. Do Not Track if the users browser sends a DNT=1 header (request not to track), cookies will not
be set unless the user changes their preference in the interface. If the DNT header is not received,
or is set to 0, then the group is Active and cookies will be set.
5. Inactive Landing Page cookies will not be set on the first page, but set automatically when the
user navigates to a second page or reloads the first page. This is the initial status for groups with
the Soft Opt-in model.
Do Not Track UI
If you have set up your cookie groups to a Do Not Track status, then visitors with a browser setting of
DNT=1 will see a brief message, on sites that have the Privacy/Cookie Settings Button element in place.
They only see this automatically on the first landing page, or if they hover over the button.
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6 Script Integration & Publishing
The Script Integration section contains all the code snippets to add to your site, plus some configuration
settings. Once you have created your cookie banner, go to the Script Integration page to add the tags to
your website
6.1 Do Not Load jQuery

OneTrust uses jQuery for some of its own functionality. In rare cases, this can cause a conflict if the site
already loads its own version of jQuery. To avoid this, toggle the slider to off for Use OneTrust jQuery.
This means that will rely on your sites jQuery, which must be version 1.3 or higher. It might also result in
improved page load times.
Note: You will need to publish the change before it takes effect on your site.
6.2 The Script Elements

There are four different script elements cookie consent uses giving you maximum flexibility for
integration with your site.
Note: Whenever you rescan your website or update the cookie banner from OneTrust it will automatically
reflect the changes on your website. There is no need to recopy your code once it is on your site.
Production CDN
The Production CDN has the fasted page load speed, but published changes will take up to 4 hours to
show
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Note: If you have a high volume of traffic from globally distributed visitors, you will want to use the Production
CDN. This will create multiple local copies of the tag and automatically download the version nearest to the
visitor, which can have some speed advantages. The tradeoff is that when publishing changes to the script, the
Production CDN will take time to update in all locations, so some visitors might see an old version for a short
time.
Production Single Location

The Production Single Location is used on live sites if you want to publish changes instantly
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Download to Local
Download to Local allows you to download the script to host within your own website
Rather than using the hosted version of the Script, you can download it to host within your own website.
This means you dont have to rely on the hosting provided by our service, but means you will need to
download a new copy every time you want to publish a change.
The Download Local File button will create a zip file containing all the code needed to host locally, and let
you save it to your computer. It contains full instructions in a ReadMe file.
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Staging / Test
Staging / Test can be used in staging/development environments. It will work on any URL but is slower
loading.
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Cookie Settings Button

The Cookie Settings Button is optional and can be placed on all or select pages, in a location of your
choosing.
This code will put a button on your page to enable visitors to access the Preference Center. Use it instead
of or in conjunction with a notice bar. The main script tag must also be in the page.
Cookie Policy
The Cookie Policy element is also optional, though advisable. It should be placed either in a dedicated
cookie policy page or in a suitable section of your privacy policy.
This code will insert a detailed cookie policy including description and table of cookies based on the
current cookie assignment. Embed in a privacy policy or a standalone cookie policy page. The main script
tag must also be in the page.
Note: The code for the tag is best placed in the <head> section of your web page templates.
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Important: If you do not set up the code correctly in your site, the message you give to visitors about
your use of cookies may be inaccurate and therefore your site may not be compliant with privacy
regulations. It is your responsibility to ensure that the message you give to visitors, is consistent with the
set-up of the code on your site, and the level of control you have given them.
6.3 Publish
Once the tag has been added to your website, you will be able to publish updates directly to your site
without the need of a developer. Whenever you update your Cookie Banner or Cookie Policy, you can
preview, then click Publish to update your website in real time.
1. Add tag to website
2. Go to the Cookie Policy or Cookie Banner page and click Publish
Require Reconsent
The Require Re-Consent window allows you to decide if the changes you have made should mean
existing consents for your cookies need to be refreshed.
If you select Yes, then visitors returning to your site for the first time after the changes are published, will
be shown the Alert Notice again and where applicable given the option of changing their settings.
Google Analytics Event Tracking

OneTrust Cookie Compliance automatically provides Google Analytics users with Event Tracking data.
This enables you to see how visitors are interacting with the software, to help you with future decision
making.
We have named a set of Event Categories, Actions and Labels which should be self-explanatory. Once the
code is installed on your site you will start to see the events appearing in your Google Analytics reports.
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7 Multi-Lingual Websites
We support websites that use multiple languages in the same domain. Each language has a unique script
tag, and these need to be placed into site templates correctly to display the consent message in the
correct language.
The key advantage of this approach is that you can not only change the language, but you can have
separate consent models. This allows for the fact that there are slight variations in the legal
requirements in different EU countries. So, you can use Implied Consent in your English pages, and
Explicit Consent for Dutch pages, for example.
However, to make overall administration easier, all the language variants share a common structure of
cookie groups.
This means that you only need to organize cookies into the correct groups once, and all linked language
variants will share the same structure, even if you change the names of the groups to reflect the local
language.
Any changes to the assignment of cookies in one language, will be reflected in all the other languages for
the domain.
Creating a New Language

You can create a new language variant for an existing domain from anywhere using the Add New button
as below.
Editing a Language
Many of the content elements for the notice banner and cookie groups have already been populated with
default content in the local language, covering the most widely used languages.
However, if you want to customize these in any way, this will need to be done separately for each new
language. You will therefore need to edit each of these manually, by selecting the appropriate language
from the drop-down options.
Script Tags
Each language variation has its own unique script tag which needs to be inserted into pages carrying that
language. Make sure the correct language is set in the drop-down box, before copying and pasting the
tags into your templates.
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Publishing
You must publish each language separately, for changes to be made live on the website.
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8 Advanced Settings [Classic Cookie Compliance]
Features not currently available within the main interface can be accessed by the Advanced Settings
button, which will launch the classic version of cookie compliance in a new tab.
8.1 Add Multiple Domains

To scan multiple domains and request multiple audits in one operation, click on the add multiple
domains option.
Then add the domains one per line. Here, you also have option to set a limit on the specific number of
pages to be scanned per domain.
8.2 Schedule Audits

Go to settings to view scheduling; it is set to run every 3 months by default.
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Account Basics
Account Basics............................................................................................................................. 88
1 Settings......................................................................................................................................................... 89
1.1 Projects .................................................................................................................................... 89
1.2 Passwords ............................................................................................................................... 89
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1 Settings
1.1 Projects
Enable Default Deadline Reminders
1. Navigate to Settings --> Projects
2. Check box for Project Reminder
3. Indicate number of days prior to deadline a reminder notification should be sent
1.2 Passwords
[3.1.0]
Password Reset
Reset your password via user settings.
1. Click on your name in the top nav-bar and select Profile
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2. Enter current password and new password, then click Submit
Note: Users must reset their passwords every 90 days.
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1.2 Modify a Questionnaire ............................................................................................................ 7

1.3 Publish Questionnaire ............................................................................................................ 14

2.2 Assign a Project ....................................................................................................................... 22

2.3 Complete a Project .................................................................................................................. 25

2.4 Review Project ......................................................................................................................... 26

2.5 Project Actions ........................................................................................................................ 29

2.6 Project Risks ............................................................................................................................ 37

1.1 Create a Questionnaire

Create Your Own

2. Choose Create Your Own

Choose from Gallery

2. Select Choose from Gallery

3. Select a Questionnaire Template to Preview

2. Select Import Questionnaire

1.2 Modify a Questionnaire

Modify Welcome Text

3. Save upon completing your updates or Cancel to avoid saving changes

Allows you to collect short open-ended answers from respondents

Option hints can also be enabled for applicable answer choices.

a. Skip To If Equal to Yes go to Question 2, If Equal to No go to Question 6

b. Add Risk - If certain answer is selected or not selected, Flag Risk

1.3 Publish Questionnaire

2. The questionnaire will appear in a Published state in the templates page.

Create Questionnaire Version

2. Select the Published questionnaire to make changes to

Copy Published Questionnaire

Archive Published Questionnaire

3. Select Archive Questionnaire and then OK

4. Selected questionnaire now appears in the Archives

2.1 Create a Project

5. Provide the following information to create your project:

i. This field requires you to input the name of the project.

i. Provide a description of the project aim and objectives or a relevant description

i. Set the overall project approver.

Note: Configure auto-assignment rules in Assign Default Approvers settings.

7. Choose Project Respondents

8. A confirmation email is sent to the respondent indicating project assignment

2.2 Assign a Project

Cancel: Cancel and return to the projects home page.

Previous: Return to the project information page.

If a deadline is included, its automatically added to the calendar

Reassign Project Respondent

Reassign Project Approver

2.3 Complete a Project

When answering questions, attach a document to a question

Write comments on a question to include relevant information

During this state, the approver can:

Ask for more information on specific responses

Write approval and/or internal notes

More Information Needed

Order by risk ascending or descending

Filter by needs attention

2.4 Review Project

Name: Click on the name link to rename the project.

Description: Click on the description link to modify the description.

Flag Project Risks and Request More Info

Review and Flag Risks using Heatmap

Internal Notes/Approval Notes

Approval notes will be listed at the top of the PDF report.

Internal notes will only be visible to you.

Resolve Risk or Request Exception

2.5 Project Actions

Create New Version