OneTrust Migration Quick Start Guide

This quick start guide is designed to help non-technical privacy teams make a quick and seamless transition from OneTrust to DataGrail, with minimal engineering requirements, and no disruption to end-user experience. Follow this step-by-step walkthrough to export the necessary data from OneTrust and establish your baseline configuration.

Migration Phases

Your migration from OneTrust to DataGrail follows four key phases, with timelines varying based on which modules you're migrating:

Stage	Expected Timeline	Actions Taken
Prepare	0 - 3 Days	Setup SSO, Configure Transactional Mailer (Request Manager Only), Configure Cloud Storage (Request Manager Only)
Export	1 - 2 Days	Export from OneTrust, Document workflows, Archive data
Import	1 - 2 Weeks	Import to DataGrail, Set up additional integrations, Map systems
Activate	1 - 2 Weeks	Configure workflows, Test & validate, Go live

Foundation Connection Setup

Before beginning your migration, you'll need to configure the following foundation connections in DataGrail:

System Type	Purpose	Relevant Products
SSO	Configure your organization's SSO provider to enable secure user authentication across DataGrail	Request Manager, Risk Assessments, Live Data Map, Consent
Transactional Mailer	Configure your email service (e.g., SendGrid, Amazon SES) to send data subject notifications directly from your domain	Request Manager
Cloud Storage	Set up cloud storage (e.g., AWS S3, Google Cloud Storage, Azure Blob Storage) for secure storage of data subject request files and exports	Request Manager

What DataGrail Imports

DataGrail can import the following data from your OneTrust environment:

• Historical and in-flight data subject rights requests - Preserve continuity of your privacy request history and active cases
• System inventory - Transfer your cataloged software systems to build your Live Data Map
• Assessment templates - Replicate your risk assessment frameworks in DataGrail

Module Alignment

DataGrail's platform modules align with OneTrust as follows:

OneTrust Module	DataGrail Module
Data Subject Rights Management	Request Manager
Assessment Module	Risk Assessment
Data Inventory and Mapping	Live Data Map
Cookie Consent Management	Consent Manager

Request Manager Migration

Follow the steps below to migrate your data subject rights management from OneTrust to DataGrail's Request Manager.

Initial Setup

To begin migrating Request Manager:

1. Complete the request queue export using the steps below.
2. Document your existing workflows and email templates.
3. Schedule a kickoff call with your Account Manager.
4. Submit your completed migration template and reference materials.

Your Account Manager will coordinate the import process and guide you through workflow configuration.

Exporting Request Queue

Export your historical and in-flight data subject requests from OneTrust:

1. Navigate to OneTrust Privacy Rights Automation > Requests.
2. Apply filters to select the requests you want to migrate.
3. Select Export to open the Export Requests modal.
4. Select Export All.
5. Select Export to generate the report.
6. Access the completed export from the Notification Pane (select the notification icon next to your organization name).
7. Download the report to your local device.

Your DataGrail Account Manager will provide a migration template to structure this data for import.

Documenting Workflows

Document the following information to preserve your workflow configurations for reference during DataGrail setup:

• Capture screenshots of your OneTrust workflow configurations
• Document any custom logic, decision trees, or automation rules
• Note conditional paths and approval processes
• Share these with your Account Manager to inform your DataGrail workflow design

DataGrail's Workflow Automation provides enhanced flexibility and customization capabilities.

Preserving Email Templates

Copy your customized email templates from OneTrust to preserve them:

1. Copy all custom email templates into a reference document.
2. Note any dynamic fields, conditional content, or personalization used.
3. Organize templates by request type (access, deletion, opt-out, etc.).

Email Security and Deliverability

DataGrail's email system integrates directly with your email infrastructure, providing enhanced security and deliverability. Review the Email Templates documentation to learn about DataGrail's streamlined approach.

Migration Timeline

The Request Manager migration typically takes 2-3 weeks and follows this timeline:

1. Export Phase (1-2 days) - Complete request queue export and document workflows and email templates
2. Import Phase (3-5 days) - DataGrail imports historical and in-flight requests using the provided template
3. Configuration Phase (1-2 weeks) - Work with your Account Manager to configure workflows and email templates in DataGrail
4. Testing & Go-Live (2-3 days) - Test request processing flows and activate Request Manager

Risk Assessment Migration

Follow the steps below to migrate your assessment templates and historical assessment data from OneTrust to DataGrail's Risk Assessment module.

Initial Setup

To begin migrating Risk Assessments:

1. Export all assessment templates you want to replicate following the instructions below.
2. Archive historical assessments for your records.
3. Share template exports with your Account Manager.
4. Schedule a template review session.

Your Account Manager will coordinate template recreation and work with you to optimize your assessment workflows in DataGrail.

Exporting Assessment Templates

Export your assessment frameworks to replicate them in DataGrail:

1. Open the Assessments Module and select Templates.
2. For each template you want to recreate, select Export Published Template.
3. Save the PDF export for each template.
4. Provide these to your Account Manager for template recreation.

Archiving Historical Assessments

Archive your completed assessments to maintain records for compliance purposes:

1. Navigate to each assessment you want to archive.
2. Select the context menu and select Export Responses.
3. Store these exports in your compliance records repository.

Migration Timeline

The Risk Assessment migration typically takes 1 week and follows this timeline:

1. Export Phase (1 day) - Export assessment templates and archive historical assessments
2. Template Recreation (3-4 days) - DataGrail recreates your assessment templates in the Risk Assessment module
3. Review & Go-Live (1-2 days) - Review recreated templates and activate Risk Assessment module

Live Data Map Migration

Follow the steps below to migrate your system inventory from OneTrust to DataGrail's Live Data Map, which enables automated data discovery and mapping.

Initial Setup

To begin migrating Live Data Map:

1. Create the four required inventory exports from OneTrust.
2. Ensure all required tabs are included in each export.
3. Share inventory exports with your Account Manager.
4. Prepare list of systems that can be connected for automated scanning.

Your Account Manager will coordinate the import process and help you configure integrations to enable DataGrail's automated data discovery.

Creating System Inventories

DataGrail imports your system inventory to establish your initial Live Data Map. Create four comprehensive inventory exports from OneTrust using the tabs specified below.

Refer to OneTrust's documentation for detailed instructions on creating and exporting inventories.

Assets Inventory Required Tabs

• Asset Attributes
• Asset - Personal Data
• All Relationships
• Related
• Destination or Access
• Storage or Processing
• Collection
• Product or Service Provider

Processing Activities Inventory Required Tabs

• Processing Activity Attributes
• PA - Personal Data

Entities Inventory Required Tabs

• Entity Attributes
• All Relationships

Vendors Inventory Required Tabs

• Vendor Attributes
• Vendor - Personal Data
• All Relationships
• Related
• Processor
• Product or Service Provider
• Destination or Access
• Storage or Processing
• Collection

Why export all tabs?

While DataGrail imports system records, the additional relationship and data mapping information provides valuable context for validating automated discovery results, understanding existing data flow documentation, and maintaining historical reference for audit purposes.

Data Lineage

OneTrust's Data Lineage feature does not transfer to DataGrail's Live Data Map. However, DataGrail's automated scanning will discover and map data flows across your connected systems.

Migration Timeline

The Live Data Map migration typically takes 1 week and follows this timeline:

1. Export Phase (1-2 days) - Create and export all four inventory types from OneTrust
2. System Import (2-3 days) - DataGrail imports your system inventory to establish baseline
3. Integration Configuration & Go-Live (2-3 days) - Connect systems to DataGrail and activate automated scanning

DataGrail's automated scanning continues to discover data flows and validate against imported data on an ongoing basis after go-live.

Consent Manager Migration

Follow the steps below to migrate your cookie consent management from OneTrust to DataGrail's Consent Manager.

Initial Setup

To begin migrating Consent Manager:

1. Export your cookie categorization and consent preference transactions following the instructions below.
2. Document any custom categories or consent logic.
3. Identify your deployment method (Google Tag Manager, embedded, or other).
4. Share exports and deployment information with your Account Manager.

Your Account Manager will help you design a consent management strategy that leverages DataGrail's no-code implementation and global compliance features.

Exporting Cookie Categorization

Export your cookie classifications from OneTrust:

1. Navigate to Cookie Consent > Categorizations
2. Export or screenshot your complete cookie list with categorizations
3. Note any custom categories or classification logic
4. Refer to OneTrust's cookie categorization documentation for additional export options

Exporting Consent Preference Transactions

Export your historical consent records from OneTrust:

1. Go to Cookie Consent > Dashboards > Export
2. Define your export parameters (date range, domains, etc.)
3. Generate the report
4. Download the completed export from the Alert Center

Share these exports with your Account Manager to develop your consent management implementation strategy.

Review the Consent Overview to learn about DataGrail's approach to consent management.

Migration Timeline

The Consent Manager migration typically takes 1 week and follows this timeline:

1. Export & Strategy Phase (1-2 days) - Export cookie categorization and consent preference transactions, then align on implementation approach
2. Configuration Phase (2-3 days) - Configure consent policies, banner layouts, and tracking technologies
3. Testing & Go-Live (2-3 days) - Test consent banner on staging environment and deploy to production

Overall Migration Timeline

A complete OneTrust to DataGrail migration typically takes 4-6 weeks depending on the modules you're migrating and whether you migrate them sequentially or in parallel.

Module-specific timelines:

• Request Manager: 2-3 weeks
• Risk Assessment: 1 week
• Live Data Map: 1 week
• Consent Manager: 1 week

Most organizations choose to migrate Request Manager first, then add additional modules in parallel or sequence based on their priorities and team capacity. Your Account Manager will work with you to create a customized migration plan.

Frequently Asked Questions

Here are answers to common questions about migrating from OneTrust to DataGrail:

What happens to my OneTrust data during migration?

Your OneTrust data remains intact. The migration process involves exporting data from OneTrust and importing it into DataGrail. You control when to decommission OneTrust.

How long does the migration take?

Migration timelines vary based on data volume and complexity. Your Account Manager will provide a customized timeline during your kickoff call.

Can I migrate in phases?

Yes. Many organizations migrate modules sequentially (e.g., Request Manager first, then Consent Manager). Your Account Manager will help design the optimal approach for your needs.

Will my team need training on DataGrail?

DataGrail provides comprehensive onboarding and training resources. Your Account Manager will coordinate training sessions tailored to your team's roles and responsibilities.