Data Repositories

How to create and manage Data Repositories to best support use cases with large amounts of data from other systems in your risk management ecosystem.

Overview

In this guide, we will explore the new feature called Data Repositories. This feature is designed to efficiently manage and integrate large amounts of data from external sources into your Risk Cloud Workflows, enhancing the context and effectiveness of your Governance, Risk, and Compliance (GRC) processes.

Data Repositories are tailored to accommodate substantial amounts of data and to seamlessly link this data into records within your Risk Cloud Workflows. Whether you need to correlate vulnerabilities from a scanner with risks or connect assets from a database to an audit, this feature empowers you to centralize your GRC processes efficiently within Risk Cloud.

Create a Data Repository

Note: Ensure the feature has been enabled within your Risk Cloud environment by reaching out to your Customer Success Manager or Services Team Member.

1. To create a new data repository, navigate to the "Build" tab within Risk Cloud and click Data Repositories.

2. To create a data repository, click on + Add Data Repository button and complete the details in the "add Data Repository" modal.

3. After creating the repository, you will be taken to the Data Repository page where you can start adding fields. Data repositories currently support Text, Date, and Number Fields. Click + Add Field to add a Field. you can customize:

• Name: How will the Field be displayed in the repository and in Repository Sections?
• Field Type: Will the Field hold Text, Dates, or Numbers?
• Field Options:
  • Set as Primary Field: Do you want the Field to be dsiplayed as the Primary Field in the Repository?
  • Display in Reports: Do you want the Field to appear in Linked Data Repository subsections on records?

Note: To update a Field or change the order of Fields, click the Gear icon on the far right of the page.

Import Repository Data

To add data to your repository you can use either a CSV upload in the user interface or via API endpoints. If you prefer to import via CSV, Risk Cloud provides a template for import, ensuring seamless creation of your data.

1. In the Data section of the Data Repository page, click Import Data to open the "Import Items" modal.

2. Click Download Template to download the formatted CSV. Once the data is added, click Browse Files or drop the file in the "Selected File" section to upload the data to the Repository.

You can optionally link your new items to existing Risk Cloud records by adding a column titled “Linked Records” and using the appropriate records ID. If you wish to link multiple records, use a comma (",") to separate record IDs.

Create a Linked Data Repositories Section

Once a Repository has been created, you can make it available to end users to interact with the data in similar ways as records, such as viewing, linking, and adding data.

1. To create a Linked Data Repository Section, navigate to a Step where you would like to display and/or link data repository items. On the Step, click "More Subsections" option and Link Data Repository.

2. After creating your Linked Data Repository Section, you can select the relevant repository and enable/disable the following options:

• "Search for an link [Name] items" -  By default, users can only view items from a data repository that are linked to the record they are viewing. This option will allow users to view ALL items in your data repository and link any additional items that may be missing.
• "Unlink items" - By default, users are NOT able to unlink items from the record they are viewing. This will allow end-users to unlink a data repository item from the current record.

View Data Repository Items on a Record

End-users will only see the Data Repository Fields marked as reporting Fields, allowing easy navigation and interaction.

You can "Add Filter" to narrow down the list of linkable items and once at least 1 filter is added, link all results at once.

Roadmap and Feedback

We are continuously improving the Data Repositories feature based on your feedback and needs. Your feedback is invaluable; please don't hesitate to reach out with any suggestions or feature requests. We are eager to discuss potential use cases and enhancements to make Risk Cloud’s high-volume data repositories even more powerful for your GRC processes.