Data Inventory Surveys allow you to collect information about a processing activity from the appropriate business unit member. A Data Processing Officer (DPO) can send Data Inventory Surveys to each business owner associated with the processing activity. When the answers from the business owners are submitted back, the DPO can easily populate the data inventory based on the answers provided.
Note: We currently support Processing Activity and System survey questionnaires.
This article covers the following topics:
- Navigating to Manage Questionnaires
- Publishing a Data Inventory Survey
- Publish to Multiple Partners
- Publishing from the Overview screen
Navigating to Manage Questionnaires
1. Navigate to the Data Inventory module and click on the Surveys tab.
2. Click on Manage Questionnaires as shown above. Within the Manage Questionnaires screen, you will view all questionnaires in Draft, Approved, and Published statuses.
Note: If you require a custom template other than the Processing Activity or the System Questionnaire template, please submit a support ticket through CENTRL's Support Center.
Publishing a Data Inventory Survey
Publish to One
This feature allows you to publish a survey to one recipient at a time.
Note: You have the option to send out a Data Inventory Survey to one recipient at a time. You can publish the same survey to a different recipient from the Manage Questionnaires screen and the Total Send count under the Status column will update as and when you publish to more recipients.
1. Click on the Publish dropdown under the Action column and click on the Publish to One button.
2. Alternatively, you can also publish from the Edit screen if you want to review your questionnaire again and then publish to your partner/vendor. When you are ready to publish, click on the Publish dropdown and select Publish to One.
Step 1: Select Processing Activity or System
Select the Processing Activity/ System and click on the Next button to proceed.
Step 2: Select Contact
Select or add a new internal contact you want to send the survey to. Click on the Next button to proceed.
Step 3: Review and Publish
Here, you can review your survey and select a due date and include an optional message.
Note: By default due date is set to 30 days for the future from the publish date. You can manually change it by clicking on the Due Date dropdown and selecting a different due date. To configure the default number of days for your company, you can submit a support ticket through CENTRL's Support Center.
You can also add recurrence to the assessment by clicking on the Add Repeat link. To learn more about adding recurrence to an assessment, click here.
This feature allows users to pre-populate the survey with answers provided in previous surveys or mapped attribute values if any are available. This enables users to compare an answer with previous ones if anything has changed at the time of Evaluation.
To learn more about this feature, click here
Click on the Publish button to send your survey.
Note: The published Survey will appear within the Active Surveys screen where you can evaluate the survey responses.
Scheduling for a Future Date
By default, the Publish Date will be set as the current date. You have an option to schedule this assessment to be published on a future date.
To schedule for a future date, select a future Publish Date and click on the Publish On button as shown above.
The assessment will automatically be sent to your internal contact on the selected date. You can view the scheduled survey in the Upcoming Surveys screen. To learn more about Scheduling an Upcoming Survey, click here.
Publish to Multiple Recipients
You have the ability to publish a Questionnaire to multiple recipients at a time. To learn more about publishing to multiple recipients, click here
Publishing from the Overview screen
Alternatively, you can send a Data Inventory Survey as a Controller or Processor from the Overview screen within the Details page. Click here to learn more about this feature.