Review teams are the groups within your org that are designated as required approvers of launches. A launch cannot be marked as complete until all associated review teams have signed off. TerraTrue starts you off with a Privacy review team. If your organization needs more review teams, please contact support. Many of our customers add Product, Security, or Marketing teams, but which teams to add, and when to add them, is totally up to you.
Creating review teams
- Visit Settings > Review Teams
- Click ‘Create Review Team’ to open a new page
- Name your review team
- Using the toggle switch, choose whether to designate the team as a privacy review team.
- Privacy review team designation will give any member of that review team the ability to edit privacy worksheets and complete privacy impact assessments.
- Use Review Team Users to select and add users to your team. Note: If your organization has set up SSO or SCIM group sync, membership updates are not allowed through TerraTrue and must be done directly through your Identity Provider.
- Click ‘Save’ and view your newly created review team in TerraTrue.
Review team tips
- Only create review teams for groups that you'd like to be responsible for the completion of launches. Users don’t need to be on a review team to create launches, complete Data Specs, or otherwise use TerraTrue.
- Review teams can set their review status as “Not Needed.” You may want to add review teams even if they’re not needed for every launch — like your DPO or communications team — but don’t overdo it! Every review team must update their status to “Complete” or “Not Needed” before a launch can be finalized.
Review team notes
- When a new review team is added, it's added to all Launches in the org with the status set as Not Required so that all Existing Launches don't require a reviewer to the newly added review team.
- A Access Group is automatically created for each Review Team. This allows for Launch access through the use of Products for members of this Review Team without having to create an Access Group explicitly. As members are added and leave, their access updated accordingly.
Modifying review teams
You can modify existing review teams by visiting Settings > Review Teams and selecting the review team you’d like to edit.
- Click the
icon to rename the team or toggle whether the team is designated as a privacy review team.
- Click the
icon to delete the review team.
- Once you delete a review team, you may not recover your review team.
- Completed Launches (i.e. Launches that are completed or rejected) that use a deleted review team will still display the review team.
- All other active Launches (i.e. Launches that are not screened, ready for review, or in progress) will not show the deleted review team
- The Launch status will get recalculated with the deleted review team no longer part of the calculation.
- New Launches will not include the deleted review team.
- If a review team is synced to Jira and if the review team is deleted, the Launch data will also be deleted. In Jira the issue will remain.
- If you create another review team with the same title, it will not inherit this review team's existing statuses or assignments.
- Note: a review team may not be able to be deleted if it is the only privacy review team.
- Once you delete a review team, you may not recover your review team.
- Click the ‘Add users to Team’ button to add new review team members to the review team.
Manage Reviewers
You may be able to manage existing review team members in a review team in the ‘Reviewers’ tab. Clicking on the button on the remove column will remove the user.
Note: If your organization has set up SSO or SCIM group sync, membership updates are not allowed through TerraTrue and must be done directly through your Identity Provider.
Auto-Assignment of Reviewers
You may be able to automatically assign a specific reviewer in a launch based on the product in the ‘Auto-Assignment’ tab for a particular review team.
Click the more menu and click ‘Set default reviewer’ to add or edit a user to be the default reviewer.
Then you may set a default reviewer for a launch using the product identified.
Enabling Jira Tracking
TerraTrue can automatically create a Jira issue for the review team in their preferred Jira project. Enabling automatic Jira issue creation for review teams allows reviewers to track their tasks directly from Jira. Learn more about setting it up here.