Register an AI use case

To register a new AI use case, you need only provide a name and a description, and specify a domain and an owner. That's it. After that, the Owner that you specify is assigned a task, prompting them to conduct an assessment of the use case.

This topic explains how to register a new AI Use Case via the Register AI Use Case button. You can also create an AI Use Case asset via the global Create button, but in that case, the Business Context assessment is not started.

Requirements and permissions

You have:

• A global role with the Product Rights > Assessments global permission. The out-of-the-box AI Business User global role has this permission.
• A global role with the AI Governance > Register AI Use Case global permission. The out-of-the-box AI Business User global role has this permission.

Steps

1. From the AI Governance landing page or the AI Legal Reviews submenu page, click Register AI Use Case.
   The Register AI Use Case dialog box appears.
   
2. Enter the required information.

   Field	Description
   Name	The name of the new AI Use Case asset.
   Description	The purpose of your AI use case proposal and its potential use of AI. Note Prior to Collibra 2025.04, you could provide a description of the AI use case in the Business Context assessment. As of Collibra 2025.04, a description question is no longer included in the Business Context assessment; you now provide a description when registering a new AI use case. Therefore, if you registered an AI use case prior to the release of Collibra 2025.04, but don’t start the Business Context assessment until after upgrading to Collibra 2025.04, you need to manually provide a description on the AI Use Case asset page.
   Domain	The domain in which you want to create the new AI Use Case asset. Note If you know that a certain domain exists, but it doesn't appear in the drop-down list, it could mean that: The domain is of a type that has not been configured for the AI Use Case asset. For more information, go to Assign a domain type to an asset type. You are subject to view permissions restrictions. By default, all users can view all assets in all communities and domains. If a community or domain is restricted by view permissions to which you are subject, the domain is not shown in the drop-down list.
   Owner	The Collibra user or user group who will act as the owner of the use case. They are assigned the Owner resource role for the AI Use Case asset. They are assigned the Owner of the assessment that is configured to start automatically when you click Register. For all other assessments, the user who starts the assessment is automatically assigned the Owner of the assessment. Important As the assessment Owner, the user or user group you specify needs the permissions required to carry out all of the tasks mentioned in the following table. Tip  If you are a AI Governance user, meaning you have the AI Business User global role, then you meet the requirements mentioned here, without further configuration. If you are not an AI Governance user, we recommend either the Assessments Admin or Assessments Template Manager global role. To... You need... Access the Collibra Assessments app A global role with the Product Rights > Assessments global permission, for example AI Business User. Start an assessment A global role with the Assessments > Conduct Assessments global permission. Submit an assessment for approval The following must be true for the domain (or its community) that is specified when submitting the assessment. At least one user is assigned the Business Steward resource role. The Business Steward has a global role with the Workflow > Participate in Workflow global permission, for example AI Business User. The AI Business User global role comes with this permission.

3. Click Register.
   A new AI Use Case asset is created in the specified domain.
   

What's next?

• On the AI Use Case asset page, use the Progress Tracker features to start an assessment, add activities, and more.
  
• Edit the AI Use Case asset, as necessary.
  
  Important 

  Be mindful of the edits you make on the asset page before the assessments are completed and approved. When an assessment is approved, depending on the assessment type, certain assessment responses are copied to the AI Use Case asset page. If you manually edit the attributes of an AI Use Case asset, some of the values might be overwritten when the assessment is approved. For more information, go to:

  • Mapping of copied assessment responses and asset characteristics
  • Copy response to asset

  Tip If you want to manually fill out the details of the use case without conducting the prescribed assessments, you can create an AI Use Case asset via the global Create button. When you create an asset that way, no assessments are started. You can then add details to the various sections of the asset page as you would an asset of any other type, knowing the values won't be overwritten by an assessment. When you're on the asset page, remember to switch on the Show Empty Optional Values option, to see all of the available fields.