Sign-off activities provide you with formal confirmation that a specific requirement was met or an instruction was followed, with regard to an AI agent, deployed AI model, or AI use case.
- You can also add sign-off activities to the assignment of an asset type, so that sign-offs are automatically added to the Lifecycle tracker when you register an AI agent, deployed AI model, or AI use case. For complete information, go to Configure sign-off activities for an asset type.
- If you add a sign-off activity to an assignment, then when the relevant asset is created and the sign-off activity is added to the Lifecycle tracker, the sign-off does not have an Owner. Any user that edit's a sign-off activity becomes the Owner of the sign-off.
Add a sign-off activity
You can add as many sign-off activities as you want.
Requirements and permissions
Important This feature is in preview for the Deployed AI Model and AI Agent asset types. To benefit from the Lifecycle Management feature for Deployed AI Model and AI Agent assets, you have to enable Model Registry. For guidance on how to do so, go to Set up AI Governance.
- You have a global role with the Product Rights > AI Governance global permission. The out-of-the-box AI Business User and Data Scientist global roles have this permission.
- You have the Asset > Lifecycle Management > Sign-Off resource permission for the community or domain in which the relevant asset (AI Agent, Deployed AI Model, or AI Use Case) is stored.
If you don't have this resource permission, the Add Activity button is not shown.
Steps
- Open the relevant asset page.
- In the Lifecycle tracker, click Add Activity, and then select Sign-off.
The Add sign-off dialog box appears. - Enter the required information.
Field Description Mandatory? Sign-off name A short, meaningful name, for example "Legal Department sign-off". Yes Instructions Specific requirements that the Assignee must satisfy before signing off. Yes Assignee The user or user group that is responsible for:
- Ensuring that the requirements specified in the Instructions field are carried out.
- Completing the sign-off activity.
All Assignees are notified when a sign-off activity is added, edited, and completed.
If you specify an Assignee, the sign-off activity is added to the Lifecycle tracker with the status Assigned. If you don't, the status of the sign-off activity is Not Assigned.
No - Click Add sign-off.
The sign-off activity is added to the Lifecycle tracker.
View, edit, complete, or delete a sign-off activity
In the Lifecycle tracker, do one of the following:
-
Click the name of the sign-off activity.
- Click View in the relevant row.
- Click
in the relevant row, and then select Complete, Edit, or Delete.
The following table shows the available actions and the users that can carry out each action.
| Action | Details | Who can carry out the action? |
|---|---|---|
| View |
View the sign-off activity details. If any files are attached to the sign-off activity, you can click a file name to download the file to your hard drive. |
|
| Edit |
Edit any part of the sign-off activity, including:
If any files are attached to the sign-off activity, you can click a file name to download the file to your hard drive. You can't delete attached files via the Edit action. You can, however, delete them during the Complete action. |
Note If you edit a sign-off for which you are not the Owner, you become the Owner. If another user then edits the sign-off, that user becomes the Owner. |
| Complete |
To complete the sign-off, select the checkbox and enter supporting text in the Completion notes field. If you aren't ready to complete the sign-off, you can still enter and save text in the Completion notes field. You can also Attach, delete, and download supporting files. |
Any Assignee. |
| Delete | You are prompted to confirm the deletion. If you delete a sign-off activity, you can't get it back. |
The Owner of the sign-off, meaning the user who added it. |
Attach, delete, and download supporting files
When completing a sign-off activity, you can attach files that support your completion decision and notes. You can also delete any attached files that are no longer relevant.
| Action | Details | Who can carry out the action? |
|---|---|---|
| Attach |
To attach files and complete the sign-off activity:
To attach files without completing the sign-off activity:
|
Note If you edit a sign-off for which you are not the Owner, you become the Owner. If another user then edits the sign-off, that user becomes the Owner. |
| Delete |
Click |
|
| Download | While viewing or editing the sign-off activity, click a file name to download the file to your hard drive. |
next to the file you want to delete.Limitations
Uploading attachments is restricted by the file upload settings. Collibra administrators with access to Collibra Console can manage these settings.
| Setting name | Setting description |
|---|---|
|
Max file size |
The maximum upload size allowed in bytes. |
| Max per day | The maximum number of files any user will be allowed to upload in a day. |
| Accepted content types | Use the MIME type format. For more information, go to the Complete MIME Types List. |
| Restricted content types | Content types in MIME type format that cannot be uploaded. Restricted content types take precedence over accepted content types. |
Notification when a sign-off activity is completed
When a user completes a sign-off activity, an email notification is sent in accordance with the following conditions:
- An email notification is sent to the Owner of the sign-off activity, meaning the user who added it. If, however, the user who completes the sign-off activity is the Owner of the sign-off activity, no notification is sent.
- An email notification is sent to the first Owner of the relevant asset, meaning the first user listed as an Owner in the Responsibilities tab on the asset page. If, however, the user who completes the sign-off activity is the Owner of the asset, no notification is sent.
- If a single user is the Owner of both the sign-off activity and the relevant asset, only one email notification is sent.
- If there are multiple Owners for the relevant asset, a notification is sent only to the first user listed as an Owner in the Responsibilities tab on the asset page.
- If the Owner of the relevant asset is a user group, no notification is sent.