Sharing Elements
If you are a larger group with different subsidiaries, sharing elements of your data protection documentation among your other companies may be helpful and time-saving. You can share any element of your data protection documentation.
This guide will help you to activate the Sharing option in the settings and show you how to share elements within your organization.
You need data protection manager or IT security manager privileges to do this.
Activating Sharing and adding companies
First, sharing needs to be activated. Go to the Sharing tab in the Compliance Settings. Here, you can see the current status of the sharing. Click the Edit button. Now, you can activate the button labeled Sharing and Save your change.
On the same Sharing tab, you can designate the companies you'd like to share elements with. Click the Add button and choose the companies from the list. If the company you're looking for isn't listed, you can create a new one by clicking the Create button.
Repeat this process for each organization you wish to share elements with. To switch between companies, click on your company's name in the top-right corner, then select another organization from the dropdown menu.
Contact our onboarding support team if you have any questions about this process. They can provide you with a guided tour of this feature.
Sharing Elements
Go to the General page of the element you wish to share; here, we use a Record of Processing Activities as an example. You will find three horizontal dots in the top right corner. Click on these dots and select Sharing, or click the gearwheel next to the sharing settings.
Now, you can set the sharing options for each company individually or utilize the Quick Multiaction feature. Begin by selecting the companies you wish to share the element with, then toggle the switch to Shared. Next, choose the sharing method: you can force-push the element, ensuring it integrates into the other companies' documentation or make it downloadable for the other company. If you use the Quick Multiaction function, click Apply to all selected.
Choose linked elements
By default, all linked elements are shared. However, you may want to adjust the sharing settings if, for example, tasks, assessments, or vendors specific to your company are linked. To modify this setting, click the edit icon to the right of the relevant company. From the dropdown menu, select Custom Create. This allows you to customize the sharing options according to your preferences.
Type a name for your configuration, for example, Documents, and press Enter. Now, you can select all the elements you do not wish to share and use the Quick Multiaction function to set the status to Not Shared.
Save your changes. You can choose different settings. When you have adjusted all your sharing settings for this element, click Save to share the element.
Push new changes
You will now see the note No changes to push next to the sharing settings on your General page. A new red note New change to push will appear in this area after you make any changes to the element. To send the changes to the companies you shared the element with, click on the note and confirm in the top-right corner that you want to push the new changes.
The other company will now see the note [No.] New Changes next to the sharing settings. Clicking on the note will redirect to a page displaying all changes. You can either opt for Accept All Changes or review each change individually for acceptance or rejection. Clicking Accept - [No.] out of [No.] changes confirms the selections. If the element was shared via force push, the changes displayed on this page have already been integrated into your documentation and, therefore, do not require acceptance.
The Downloading an Element guide describes how the other organization can download the element.