User licenses

A user license is the overall authorization for a user to perform certain actions in Collibra. What a user can actually do in Collibra depends on the global roles and the responsibilities of the user.

License types

The license type defines the actions a user is authorized to carry out. There are currently two license types:

License type Description

Read-only

A Read-only license is the basic license type. It allows a user to:

Note It does not allow users to create, edit or delete resources.

You can view which global and resource permissions require a Read-only license, in Settings.

Standard

A Standard license is the enhanced license type. It allows a user to perform all actions that require Read-only permissions, and create, view, edit and delete resources, such as:

  • Create, edit and delete assets.
  • Create, edit and delete communities, domains and responsibilities.
  • Create and share (anyone’s) application, community and domain views.
  • Create and share (anyone’s) dashboards.
  • Bulk import assets through Excel, CSV or API (Connect).
  • Manage and participate in workflows.
  • Edit the operating model, for example create, edit and delete asset types.
  • Manage users, user groups, roles and permissions.

You can see which global and resource permissions require a Standard license, in Collibra Settings.

The maximum number of licenses is defined in the license file.

Warning If your organization occupies more licenses than the maximum (as stipulated in your contract and identified in the license file), your administrator will receive a warning, but all users will retain access to all Collibra functionality, as determined by their roles and responsibilities. Occupying more licenses than the maximum may have financial and legal implications.

Access to Collibra Console does not require a license.

License usage

A User is a specific individual that you authorize to use the Collibra software, regardless of whether such individual is using the Collibra software at any given time. Each individual shall be assigned a unique User identification. Multiple individuals may not share the same User identification. In addition to all individual Users, all users of a non-human operated device shall be counted as User if such device has access to the Collibra software in accordance with User roles and responsibilities. Users are limited to the number set forth in the respective Order, and access to the Collibra software will be restricted to such number of Users through a license management key provided by Collibra. If a User no longer requires access to the Collibra software, you may deactivate that individual and you can designate a new individual as a User of the Collibra software without incurring additional fees.

Note There is currently a known issue with Edge only system users consuming a Standard license. We will allow all customers to exceed the license agreement for such Edge only users until this known issue has been fixed.

Required license type

For each user, Collibra calculates the required license type.

The required license type is:

  • The license type that a user needs to carry out the actions available to the user via the roles and responsibilities that were assigned to the user.
  • The maximum license type of any permission included in a global role or resource role of that user.

If none of the permissions require a Standard license, the required license of the user is Read-only.

Tip  You can see the required license type of all permissions in the Settings. You can also see the required license types of all permissions and the packaged global roles and resource roles in the administration guide:

Effective licenses

In the user table, the Effective licenses are the number of Standard licenses in use both by permission and by workflow participation. Workflow participation for licensing is logged for each user every time they participate in or start a workflow within a calendar month. This number is then reset at the start of the next month. You can see when a user last participated in a workflow by adding the Latest workflow participation column to the user table.

Workflow participation

When a user participates in a workflow they will retain a Read-only license but be counted as a Standard license. You can see when a user last took part in a workflow if you add the column, Latest workflow participation to the users table.

Examples

Users with a Read-only license will only be counted for that specific calendar month’s effective licenses when they have participated in a workflow during that calendar month. For example, if a Read-only user has only participated in a workflow in September, then they will not be counted for October, or any other calendar months’ effective licenses, as long as there is no workflow participation.

During the month, the Effective license count in the panel above the user table will continue to grow as workflow participation is carried out by users with a Read-only license by permission are counted as Standard users for that month (to enable them to participate in workflows). The number listed for effective license at the end of the month is then captured and reset at the start of the next month. For example, the effective number is 200 at the start of September, then there are 20 Read-only users with workflow participation by mid September, so that the number will show as 220. If there are another 30 new Read-only users (unique from the last 20 users) with workflow participation by the end of September, then the number will show as 250 at the end of the month. At the start of October (on the 1st of the month), it will be reset back to 200 and begin to increase again with the number of new Read-only users with workflow participation.

Actions

An administrator can view the available number of licenses per license type.