Email notifications of metadata changes that affect AI use cases

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

Edit the list of email recipients

Optionally, edit the list of resource roles that will receive email notifications when there are changes to metadata related to your AI use cases.

By default, email notifications are sent to the following resource roles recipients:

  • Business User
  • Council Member
  • Data Protection Officer
  • Data Steward
  • Owner
  • Privacy Steward
  • Stakeholder

Note Email notifications are not available for changes to metadata related to your AI models.

Prerequisites

  • You have the ADMIN or SUPER role in Collibra Console.

Steps

  1. Open the AI Governance settings for editing:

    1. On the main toolbar, click Products icon → Cogwheel icon Settings.
      The Settings page opens.
    2. On the AI Governance tile, click Customizations.
      The AI Governance Customizations page opens.
  2. In the AI Governance Configuration section, enter the required information:

    Setting

    Description

    Notification preferences

    Do one or both of the following:

    • To delete a recipient, click Grey close icon next to the relevant resource role.
    • To add a recipient, click in the Resource role field, and then find and select the relevant resource role.
  3. Click Save.
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 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 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 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.