TrustWorks Assessments Guide

Assessments in TrustWorks are tools used to run Privacy Impact Assessments (PIAs), Data Protection Impact Assessments (DPIAs), and other related evaluations. They help ensure compliance, identify risks, and manage data privacy efficiently.

Overview

Creating an assessment in TrustWorks involves two main stages: building a survey and setting up a workflow. Below is an overview of what's needed to build an assessment:

1. Survey Creation: Define the questions and structure of the survey.
2. Workflow Setup: Configure the sequence of actions and conditions for triggering the survey.

Let's dive into each step in detail.

Step 1: Create a Survey

Navigate to Surveys

1. Go to Workflows > Surveys.
2. Click +New to open the survey builder.

Set Up Your Survey

1. Name Your Survey
   • Provide a clear and descriptive name for your survey.
2. Select Related Entity
   • This is crucial. Choose from options like Data Repository, Processing Activity, or Initiative. This selection determines the context in which the survey will be used.
3. Add survey description. This will help the respondent get the idea of what is expected.
4. Add Survey Sections and Questions

Types of Questions You Can Add:

• Statement
• Short question
• Multiple choice
• Questions related to Data Repository (visible when data repository is selected as a related entity):
  • Data repository - categories of data
  • Data repository - related processing activities

  • Data repository - custom attribute

    Questions related to Processing Activities (visible when processing activity is selected as a related entity):

  • Processing Activity - Data Mapping
  • Processing Activity - Purpose of processing

  • Processing Activity - custom attribute

    Questions related to Initiatives ((visible when initiatives is selected as a related entity):

  • Initiative description
  • Reference documents
  • Data repository and processing activity

💡 Note: Special questions specific to each related entity, when answered and approved, will be populated inside the PA, Data repository, or initiative and linked to them.

Organize and Finalize

5. Set up the conditional logic (optional)

For multiple-choice questions, you can set up additional logic:

• Enable the Conditional toggle.
• Select conditions (e.g., if "Yes"—go to next section; if "No"—submit survey).

6. Organize Questions

   • Change the order of questions if needed by dragging them as needed.

     Edit or Delete Questions

   • Modify or remove questions as needed.

7. Finalize Survey
   • Once you are happy with your survey, change the survey status from Draft to Approved and proceed to save it. Please keep in mind, that only approved surveys can be used in assessments.

Step 2: Create a Workflow for Your Assessment

Navigate to Workflows

• Go to Workflows and click +New.

  Set Up Your Workflow

• Workflow Type: Select Assessments.

• Related Entity: Indicate the entity (one entity per workflow) for which the assessment will be used.

  Configure Event Trigger

• Select Assessment is created as the event trigger.

  Define Actions

• Choose the actions to be triggered next, such as:
  • Survey
  • Send Email
  • Send Report
  • Task

• Important Step: Select the survey to be sent, assign the respondent (if left blank, the entity's owner is assigned), and optionally, assign a reviewer.

  Add Additional Steps (Optional)

• You can add more steps like additional tasks or emails.

Finally, make sure that your workflow is set to active . Only active workflows will b able to trigger the assessment.

Running an Assessment

Once your workflow is set up, you can create and run an assessment from any related entity, in bulk, or directly from the assessments page.

This guide should help you navigate the creation and execution of assessments within TrustWorks. If you need further assistance, feel free to reach out!