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Managing and Categorizing Cookies

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Managing and Categorizing Cookies
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Using Cookie Consent, you can assign unknown cookies or update the category of cookies from the Categorizations screen.

Many large organizations with subsidiaries in multiple countries utilize the same cookies but for different purposes. This may lead to subsidiaries of the parent organization being unable to be in compliance without having multiple categorizations for the same cookie. To address this problem, OneTrust provides the option to characterize the same cookie differently depending on how the cookie functions on the domain and the applicable privacy laws.

For example:

A cookie is found on domainA.com and domainB.com, but has functions on the subsidiaries that fall into different Cookie Categories. Previously, the cookie would have to fall into the same category in both domains. Using domain level categorization you can now assign the same cookie to different categories for domainA.com and domainB.com according to how the cookie functions on the domain.

How Categorization Works

First-Party Cookies: Cookies that contain a pattern are categorized by pattern. Unique cookies (without a pattern) are categorized either by cookie contribution or through the Cookiepedia database.

Third-Party Cookies: Cookies with a pattern and Cookiepedia-known host are categorized by pattern. Cookies with a known host and no pattern are categorized based on host-cookie matching, or by host categorization if a match is not found. Cookies with no pattern and that cannot be found in cookie contributions are categorized by their host's categorization.

Standard Cookie Categories

When you scan a website, each cookie found is compared to the Cookiepedia database of cookies. Cookies are automatically assigned to one of the categories below based on the information in the database. Cookies which do not have a match in Cookiepedia will not be automatically categorized and must be added to the appropriate group manually. 

Strictly Necessary Cookies. These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.

Performance Cookies. These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

Functional Cookies. These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.

Targeting Cookies. These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

Social Media Cookies. These cookies are set by a range of social media services that we have added to the site to enable you to share our content with your friends and networks. They are capable of tracking your browser across other sites and building up a profile of your interests. This may impact the content and messages you see on other websites you visit. If you do not allow these cookies you may not be able to use or see these sharing tools.

Categorizations Interface

The Cookies tab of the Categories page lists all the cookies found by the scanner. You can add cookies manually or edit cookies that require domain specific categorization. You can also bulk select and recategorize cookies. This will only affect domains using the default cookie category.

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Field

Description

Domain Menu

You can use the domain menu to filter cookies based on the cookies present on each domain.

Cookie Column Selector

Individual columns can be active or inactive by selecting the column selector icon. Cookie Name is a required column.

Filter

Using the filter tool. Filters can be applied by Status, Lifespan, Default Category, or Domain Category Overrides.

Cookie Name

The name of the cookie.

Lifespan

Whether the cookie is Session or Persistent.

Default Category

The default category will be used on every domain unless overwritten for specific domains.

Description

The default description of the cookie. If the cookie was found by the scanner, the default description used will be the description in the Cookiepedia database.

Domain Category Overrides

The number of domains where the default cookie category has been overwritten. Hovering over the field will show which category overrides are in use.

Domains

The total number of domains where the cookie is present. Hovering over the field will show the domains on which the cookie is present.

To add a new domain-specific cookie

You can add new cookies and define specific categories and if the cookie is a first- or third-party cookie for all of the scanned domains. The cookie can be defined by domain or group of domains.

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

  2. Click the Add Cookie button. The Create New Cookie screen appears.

  3. The General Information screen appears. Fill out the fields. See General Information Screen Reference for more information. Click the Next button.

    Note

    The Default Category will be applied initially wherever the cookie is found in a scan.

  4. The Select Domains screen appears. Select all the domains the where the cookie is present, regardless of the category that needs to be assigned. Click the Next button.

  5. The Advanced Categorizations screen appears. Select the category and first or third party cookie or each domain. These settings can also be applied for several domains at once by selecting the affected domains. See Advanced Categorizations for more information.

  6. Click the Create button.

General Information Screen Reference

create_cookie.png

Field

Description

Cookie Name

Enter the cookie name.

Host

Enter the host URL.

Lifespan

Set the cookie to be Persistent or Session.

Duration

For Persistent cookies, set the lifespan of the cookie in days, weeks, months, or years.

Default Category

Select the default category for the cookie. The category will be assigned to this cookie on all domains until you edit it in the Advanced Categorizations screen.

Note

If a new domain is scanned and an existing cookie is found, it will be assigned to the Default Category on that domain.

Cookie Description

The Cookie Description will be applied across all domains, regardless of categorization, if the cookie/domain association is first-party. If the cookie was found by the scanner, the description populated will be the description in the Cookiepedia database.

Third-party Host Description

The Third-party Host Description will be applied across all domains, regardless of categorization, if the cookie/domain association is third-party. If the cookie was found by the scanner, the default description populated will be the description in the Cookiepedia database.

Note

If there is no Third-party Host Description, the Cookie Description will be used.

Advanced Categorizations

adavanced_categorizations.png

Field

Description

Select a category

Select the new category to be applied to the selected domains. The default category will still be applied to any domains not selected.

Select a party

Assign the cookie as First-Party or Third-Party.

Description

The default description is consistent across all domains and cannot be overwritten at the domain assignment level.

To categorize existing cookies on different domains

Existing cookies can be defined per domain in a manner similar to new cookies. The cookie can be defined by domain or group of domains with custom descriptions consistent on all domains the where the cookie is present.

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

  2. Select the cookie that needs to be assigned domain level categorization. The Details tab appears.

    Caution

    You can edit the cookie properties by hovering over the fields and clicking the Edit icon. Changing the default category will only affect the domains where the cookie is assigned to the default category. Domains where the cookie category has already been overwritten will not be affected by the default configuration update.

  3. Navigate to the Categorization tab.

  4. Select the domains and the category to be applied for those domains. See Categorization Screen Reference for more information.

  5. Click the Save button.

  6. Repeat the process for every domain where the cookie is present.

Categorization Screen Reference

cookie_details.png

Field

Description

Select a category

Select the new category to be applied to the selected domains.

Select a party

Assign the cookie as First-Party or Third-Party.

To edit the details of a cookie

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

  2. Click on the name of cookie you want to edit. The Cookie Details screen appears.

  3. Hover over the details in the Details tab. The edit icon appears.

  4. Edit the details as needed and click Save.

To manage domains in bulk

You can unassign multiple domains from a cookie at once using the Manage Domains interface.

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

    Tip

    To narrow the list of cookies, apply filters by clicking the Filter icon filter_icon_blue.png.

  2. Select the checkboxes next to the cookies for which you want to configure domain assignments.

    Note

    You can select up to 100 cookies.

  3. Click the Manage button. The Manage Domains screen appears.

  4. Click the name of a cookie from the list. A list of all websites will appear.

    manage_domains.png
  5. Click the checkboxes next to each website or use the Select All checkbox to assign or unassign domains from the cookie. Currently assigned domains will display checkboxes pre-selected.

    Tip

    Click the Unassign all domains where the cookie was not found button to remove domains on which the cookies were not found across all cookies in your selection.

  6. Click the Save button.

  7. Click the Save button on the Categorization tab.

To remove cookies

You can clean up the Categorizations screen list of cookies by removing cookies that were found in previous scans but were not found in the most recent scans. This helps to ensure your site visitors are giving consent to the most accurate list of cookies possible.

  1. Go to the Categorizations screen.

  2. Click the Remove Old Cookies button. A confirmation modal appears, showing the list of cookies scheduled to be removed.

  3. Remove cookies from the list to retain them, if applicable.

  4. Click the Remove button.

To edit host details

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

  2. Go to the Hosts tab.

  3. Click on the name of the Host you would like to edit. The Edit Host screen appears.

  4. Complete the fields. For more information, see Edit Host Modal Reference.

Edit Host Modal Reference

edit_host.png

Field

Description

Display Name

The Display Name will be displayed to site visitors.

Host Name

The Host Name is determined during the scan.

Privacy Policy

Enter privacy policy details.

Host ID

The Host ID is assigned during the scan and can be edited.

Description

Add a description of the Host.

Note

The character limit for the Description is 8,000 characters.

To create a category

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

  2. Go to the Categories tab.

  3. Click the Create Category button. The Create Category modal appears.

  4. Complete the fields. For more information, see Create Category Modal Reference.

  5. Click the Create button.

Create Category Modal Reference

create_category.png

Field

Description

Category Name

Enter the name of the category.

Category ID

Enter an identifier for the category.

If you use a tag manager to manage your cookies, the identifier will be used in the rules that you configure to integrate with your banner script.

Description

Enter a description of the category.

This description will appear in your preference center when the site visitor is selecting preferences.

Note

The character limit for custom category descriptions is 200,000 characters.

To edit a category

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

  2. Go to the Categories tab of the Categorizations screen.

  3. Select the row for the category you want to edit.

    categories_screen.png
  4. Click the Edit Category button. All editable fields display.

  5. Update the fields, as needed. For more information, see Create Category Modal Reference.

  6. Click the Save button.

To export your cookie list

On the Categorizations screen, you can generate a cookie list export that features high-level information on your cookies and their categorizations, access to domain-level categorization, and a Source tab that includes cookie categories.

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

  2. Go to the Cookies tab.

  3. Click the Context Menu icon context_menu_icon_v2.png in the header. The Context menu appears.

  4. Select Export. A Cookie Export modal appears.

  5. Click the Close button on the modal.

  6. Click the Notification icon Notification_ICon.PNG. The Notifications pane appears.

  7. Select the cookie list export file from the list. An Excel file will download to your device.

  8. View the export.

To view activity history for a cookie

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

  2. Click on the name of a cookie. The Cookie Details screen appears.

  3. Select the Activity tab.

  4. View the audit log for the cookie.

To view activity history for a category

  1. On the Cookie Consent menu, select Categorizations. The Categorizations screen appears.

  2. Go to the Categories tab.

  3. Click on the name of a category . The View Category pane appears.

  4. Click the Context Menu icon. The Context menu appears.

  5. Select View Activity. The Activity Log pane appears.

  6. View the audit log for the category, or select another category to view its activity history.

    Tip

    You can switch back to the View Category display by selecting View Category from the Context menu.

 

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