Create a version of a privacy assessment template

  • Release version: Australia
  • Updated May 14, 2026
  • 1 minute to read

    • Publish a new version of a smart assessment template to revise its questionnaire, response options, or automations. Each version maintains a change history of templates used in privacy screening, impact, and breach assessments.

    Before you begin

    Application scope: GRC: Privacy Management

    Note:
    To revise the privacy breach assessment template used in privacy cases, change the application scope to GRC: Privacy Case Management.

    Role required: sn_privacy.admin or sn_privacy_case.privacy_case_admin

    About this task

    When you need to change the questionnaire, response options, or automations on a privacy assessment, publish a new version of the template instead of overwriting the existing one. Each version of the assessment template is saved as a distinct record, maintaining a change history. Only one version can be published at a time, so all new assessments use the same questionnaire.

    Privacy assessments that are already in Draft, Assigned, or Work in progress states continue to use the version they were created with. Only new assessments use the latest published version.

    Note:
    When you publish a new version, the previously published version moves to Retired and can't be used to send new assessments.

    Procedure

    1. Navigate to Assessment Workspace > Assessment templates.
      The Assessment templates list shows each template with its current Version number and Published state.
    2. Open the published template you want to revise.
    3. Select the Options icon , and select Create new version.
    4. Select Create.
      The template opens in Draft state with the new version number.
    5. Edit the fields on the General, Questions, and Automations tabs.
      Note:
      Publishing a new version doesn't activate previous automations. After you publish, activate all required automations on the new version.
    6. Select Save.
    7. When the draft is ready, select Publish.
      Note:
      Until you publish, the current published version remains active.
    8. In the Publish template dialog, select Publish.
      A dialog appears confirming that the new version is active. The new version moves to Published state. The previous version moves to Retired state and can’t be used to send new assessments.

    Result

    The new template version is the only version available for sending new privacy assessments. In the Privacy Workspace, the version is recorded on each new assessment, and on the revised assessment template configuration record.