What are workflows?

Workflows are TerraTrue’s frontline tools for gathering and documenting information about how your org uses data. Built on a simple question-and-answer interface, workflows can be assigned to team-members and reviewers to give you a full view of your privacy needs at each stage of your development lifecycle. TerraTrue provides a wide range of workflows for different needs:

  • The Data Spec
    The heart of TerraTrue is the Data Spec — a five-minute workflow that help PMs, engineers, and development directors document how each launch collects, uses, shares, and retains data. TerraTrue learns how your org uses data and suggests answers based on prior launches, so the Data Spec gets smarter and simpler the more you use them.

  • Privacy workflows (formerly privacy worksheets)
    Privacy workflows are expanded question-and-answer interfaces designed that help privacy managers evaluate how launches use data. Each privacy workflow generates a custom list of questions for each launch based on information gathered from the Data Spec, your org settings, and your launch history. When the privacy workflow is complete, TerraTrue provides the privacy manager with a list of recommended actions.

  • Custom workflows (formerly custom questionnaires)
    TerraTrue lets you create and configure your own workflows to simplify and automate TerraTrue. Use custom workflows to gather and consolidate information, assign risk levels, or automate actions based on your users’ responses. Custom workflows support conditional logic, so you can configure them to surface when specific conditions are met — like when new launches are created, when a sensitive data type is used, or when a launch is associated with a particular product or component.

  • Privacy assessments
    Privacy assessments are supplemental workflows that appear automatically in the privacy workflow based on each launch’s data and privacy practices. Privacy managers use privacy assessments to understand the finer points of their org’s regulatory needs.

  • Launch creation workflows
    Launch creation workflows help you screen new launches and automate tasks by asking a few quick questions whenever a launch is created. These workflows can be customized with conditional logic to surface only in specific scenarios — like when a certain product is used — and can be configured to automatically assign reviewers, mark a launch as not needed, or populate fields in the Data Spec.

  • Invitation workflows
    Most workflows are accessed through individual launches, but you can also invite people to fill out a workflow when you need information that might not be directly related to a specific launch. We call these invitation workflows, and we offer two kinds:
    • Third-party assessments (formerly external questionnaires)
      Third-party assessments are designed to be shared with vendors, contractors, and other external partners to help you understand how their data and privacy practices affect your org. Third-party assessments use access-controlled invitations and are simple to customize, so you can ask the right questions to the right users in a secure environment. TerraTrue learns from each response to streamline your launches and update your recommendations.
    • Internal surveys
      Internal surveys are powerful, customizable workflows that help you gather information from people inside your org. Use them to understand your teams’ data and privacy practices — like what types of data are being used, where that data is processed, or to compile cookie inventories across web pages.

How do I customize workflows?

TerraTrue's default workflows — like the Data Spec and the privacy workflow — are built into launches to help you understand and document how your org uses data. You can also customize and automate TerraTrue by creating your own workflows. Add workflows to launches and Data Specs to gather and consolidate information, assign risk scores, or automate actions based on your users’ responses. Workflows support conditional logic, so you can configure them to surface when specific conditions are met — like when new launches are created, when a sensitive data type is used, or when a launch is associated with a particular product or component.

How do I create a workflow?

Users with the Workflow Manager role can create workflows in the Workflows setting. Select Create New and choose Blank to enter the workflow builder.

Setting up your workflow

The Basics section of the workflow builder asks you to add a name and description to your workflow, and provides four configuration options:

  • Workflow Location lets you select where your workflow will be displayed:
    • Launch Creation surfaces your workflow each time a new launch is created. This option is helpful for determining if a new launch requires a review team, or for funneling new launches to the right reviewers.
    • Launch Summary adds your workflow to the Launch Workflows section of launch summaries.
    • Data Spec integrates your workflow directly the Data Spec.
  • Visibility lets you specify if your workflow should appear on every launch creation, launch summary, or Data Spec, or if it should appear only when certain conditions are met. Configuring workflows with conditional logic offers a powerful way to streamline TerraTrue by ensuring that your teams are never asked to complete irrelevant workflows.
  • Enable risk scoring lets you assign risk levels to different answers to help you automatically assess the outcome of a workflow.
  • Send responses to Google Sheets lets you automatically store workflow responses in Google Sheets.

Creating and managing questions

Use the Structure section to add or remove questions, choose question types, organize your questions into pages, and add content and logic to individual questions. Workflows support nine question types:

  • Checkbox questions allow users to select zero, one, or several options from a list.
  • Radio questions allow users to select exactly one option from a list.
  • Text Area questions offer users a large text composer with rich-text functionality.
  • Text Field questions provide a short text field and are intended for brief responses
  • Yes/No questions allow users to answer either “Yes” or “No,” and can be configured with a “I don't know” option.
  • Date questions ask users to select a date from a calendar interface.
  • File Upload questions allow users to upload files.
  • Alert questions provide information to users and do not ask for a user response.
  • Taxonomy questions ask users to select one or more items from your organization’s custom taxonomies, such as data types, data uses, third parties, or retention periods.

Adding and managing custom actions

The Custom Actions section lets you automatically raise a new Jira issue or mark a review team as not needed or blocked based on users’ responses to one or more of your questions.