Email notifications for metadata changes

As described in Identifying indirectly related policies and data categories, AI Governance automatically shows the policies that govern, and data categories that categorize, assets related to your AI use cases and the AI models they use.

Knowing which policies govern the assets associated with your AI use cases and AI models, and quickly identifying if there is sensitive information associated with them, is critical. It's equally important that you're notified of any changes to these metadata associated with them.

Note We recommend that you not apply view permissions on the communities and domains that contain Policy and Data Category assets. Policy and Data Category assets on AI Use Case and AI Model asset pages are not visible to users who are restricted by view permissions, even if they receive a notification prompting them to review an asset page.

In this topic

Enable notifications and specify email recipients

You have to enable the AI Governance context option and, optionally, edit the list of resource roles that will receive email notifications when there are changes to metadata related to your AI use cases and AI models.

Depending on your environment, follow this procedure either on the Services Configuration tab of the Collibra settings or in Collibra Console:

Important You can't edit the service configuration from the Settings page in the latest UI. If you use the latest UI, you can edit the service configuration only in Collibra Console. For more information, go to Collibra service configuration settings.

Prerequisites

Steps

  1. Open the Services Configuration page.
    1. On the main toolbar, click Products icon → Cogwheel icon Settings.
      The Collibra settings page opens.
    2. Click Services Configuration.
    3. Click Edit configuration.
    Open the DGC service settings for editing:
    1. Open Collibra Console.
      Collibra Console opens with the Infrastructure page.
    2. In the tab pane, expand an environment to show its services.
    3. In the tab pane, click the Collibra Platform service of that environment.
    4. Click Configuration.
    5. Click Edit configuration.
  2. In the AI Governance Configuration section, enter the required information:

    Setting

    Description

    AI Governance context

    • True: Show indirectly related policies and data categories on AI Use Case and AI Model asset pages. If changes are made to linked metadata, an email notification is sent to relevant users. Ensure that individual user preferences are appropriately configured in Collibra to receive email notifications.
    • False (default): This feature is disabled. The Other Policies That Apply widget is not shown on AI Use Case and AI Model asset pages, and no email notifications are sent.
    Roles that will receive notifications

    When a notification is triggered, an email is sent to all users or user groups assigned to one or more default resource roles for the AI use case or AI model. The following table shows the default list of resource role recipients.

    To delete a recipient, click next to the relevant resource role.

    To add a recipient, enter the resource ID of the relevant resource role in the empty field at the bottom of the list.

    Resource roleResource ID
    Business Userc0e00000-0010-0010-0000-000000000002
    Council Member00000000-0000-0000-0000-000000005039
    Data Protection Officerc0e00000-0000-0000-0000-000000005068
    Data Stewardc0e00000-0010-0010-0000-000000000000
    Owner00000000-0000-0000-0000-000000005040
    Privacy Stewardc0e00000-0010-0010-0000-000000000001
    Stakeholder00000000-0000-0000-0000-000000005018


  3. Click Save all.
Tip You can view the users and user groups who have been assigned resource roles for specific assets on the Responsibilities tab of the relevant asset page.

For guidance on creating responsibilities, go to Creating responsibilities.

What is monitored?

AI Governance monitors and alerts you to:

  • Any policy changes to Data Set assets, Table assets, or Technology Assets that are related to your AI use cases and AI models as inference, training, or output data.
  • Any data category changes to Data Set assets or Table assets that are related to your AI use cases and AI models as inference, training, or output data.

When conducting the out-of-the-box Data and AI Models assessment, you identify a data set named "ABC - Health" as training data.

Data set ABC - Health contains a column named "Patient ID", which is categorized by a data category named "Patients", which is used to categorize patient-related assets that contain sensitive information. As such, all users and user groups who have been assigned any of the applicable responsibilities (as identified in the section Who is notified?) are notified via email of the indirect link between the data category and your AI use case.

The following example image shows a typical email notification. All changes that are relevant for a specific AI Use Case are sent in a single email.

Limitations

Changes to the relations between applicable assets are cached and reported approximately every hour. Therefore, if a relation between a data category and an applicable asset is, for example, added or deleted, it can take up to approximately one hour before the email notification is sent.

This limitation will be improved in a future version of Collibra.