Downloading an element

Compliance officers and DPOs who want to pull pre-built controls, TOMs, or other compliance objects from a shared partner library directly into their own DPMS workspace will find everything they need here — this article walks you through opening the download catalogue, finding the right item, and landing it in your list as a ready-to-edit draft.

The "Download from library" feature is one of the fastest ways to populate your DPMS workspace. Instead of creating a Control, TOM, or other compliance object from scratch, you can browse a shared catalogue published by a partner organisation and copy any item directly into your own list. The downloaded object arrives as a Draft, ready for you to review and adapt to your organisation's specific context. This article covers the entire download journey — from opening the catalogue to seeing the new item appear in your list.

Heads up: Before you can download anything, a partner organisation must have their Sharing feature enabled and must have added your organisation as an authorised consumer. If the catalogue appears empty, contact your Priverion partner or your own IT administrator to check the Sharing configuration under Compliance Settings → Sharing.

How to open it

The download option is available on every main list page in DPMS — Controls & TOMs, Asset Register, Vendors, ROPA entries, and others. The steps below use the Controls & TOMs list as the example, but the process is identical on any list page.

In the main left-hand sidebar, navigate to the section that contains the list you want to enrich (for example, Controls & TOMs).
On the list page, locate the Create button near the top-right of the screen. This button has a small dropdown arrow.
Click the dropdown arrow (not the main button label) to open the creation menu.

You need at least the standard Create permission for the relevant module. The Download from library option only appears if your organisation has been set up as a consumer of at least one partner's shared library.

What you see

When you open the Create dropdown you will see two options: Create (to build a new object from scratch) and Download from library. Clicking Download from library opens a modal overlay on top of the list page — the library catalogue.

The catalogue modal has three main areas. Along the top is a search box that lets you filter by name or keyword. On the left side (or as a horizontal strip, depending on your screen size) are category filters you can use to narrow down the type of object you are looking for. The main body of the modal is a scrollable list of catalogue entries, each showing the item's name and a short description, with a Download button on the right side of each row.

Working with this screen

Browsing and searching the catalogue

When the modal first opens, it shows all available catalogue items shared with your organisation. If the list is long, use the search box at the top to type a keyword — the list filters in real time as you type. You can combine the search with a category filter on the left to narrow the results further. For example, if you are looking for a TOM related to access control, you might select the "Access Control" category and type "least privilege" in the search box.

Take a moment to read the item description before downloading — the shared object reflects the publisher organisation's own language and structure, and you will need to adapt it once it lands in your workspace.

Downloading an item

Once you have found the item you want, click the Download button on that row. DPMS immediately copies the object into your workspace and closes the modal. You will see a success notification (a green toast message) at the edge of the screen confirming the download, and the newly added item appears at the top of your list with a Draft status badge.

The downloaded object is now fully yours to edit. It has no live link back to the publisher — changes you make to your copy do not affect the original, and changes the publisher makes to their original do not automatically update your copy.

Recognising items you have already downloaded

If you open the catalogue again later — or if a colleague has already downloaded the same item — DPMS shows the row differently: the Download button is replaced by an Already downloaded indicator (greyed out and non-clickable). This prevents accidental duplicates.

If you see everything in the catalogue as "Already downloaded" and you expected fresh items, check whether a colleague has already imported them, or ask your partner organisation whether they have published any new content recently.

What to do after downloading

After a successful download, open the newly created Draft item by clicking on its name in the list. Review every field — name, description, assigned owners, applicable scope — and update anything that does not match your organisation's reality. When the item is ready, change its status from Draft to your organisation's standard active status (for example, Active or In Review, depending on your workflow). Until you do this, the object sits in Draft and may not be counted in reports or dashboards.

Field reference

The catalogue modal itself has no data-entry fields — it is purely a browse-and-select interface. The fields you will need to fill in are on the downloaded object's own detail page, which opens after you click the item's name in the list. Those fields vary by object type (TOM, Control, Asset, etc.) and are covered in the individual articles for each module.

How this connects to the rest of DPMS

The download workflow is the consumer side of DPMS's cross-tenant sharing network. The publisher side is configured under Compliance Settings → Sharing, where an organisation switches on the Sharing feature and nominates which partner organisations may access their catalogue. If your download catalogue is empty or missing expected items, the root cause is almost always a Sharing configuration issue on the publisher's side.

Once an item is downloaded and moved out of Draft, it becomes a standard compliance object in your workspace and participates in all the usual DPMS features: it can be linked to processing activities, assigned to owners, included in audit trails, and tracked in reports. Because the downloaded copy is independent of the original, your organisation is responsible for keeping it up to date — there is no automatic synchronisation.

Tips & common pitfalls

> Tip: Use the category filters before typing in the search box — narrowing the category first usually gives you a much shorter, more relevant list to scan.
> Heads up: If the Download from library option does not appear in your Create dropdown at all, your organisation has not yet been added as a consumer by any publishing partner. Ask your IT administrator to check Compliance Settings → Sharing.
Downloaded objects always arrive as Drafts. They will not appear in active compliance reports or dashboards until you review them and change their status. Build a habit of processing new downloads promptly.
"Already downloaded" is per workspace, not per user. If any colleague in your organisation has already downloaded a particular catalogue item, you will see it marked as "Already downloaded" — even if you personally have never touched it. Check the list before reporting a missing item to your partner.
> Tip: After downloading, use the Assign owner field early. Draft objects without an owner can be overlooked during reviews.
The catalogue reflects the publisher's content at the moment of download. If the publisher later updates or deletes their original, your downloaded copy is unaffected. To get the latest version, you would need to download again — but DPMS will warn you with the "Already downloaded" state, so coordinate with your partner before re-importing.