Manage assets

You can create, edit, move, print, and delete assets.

In this topic

• Manage assets
• • Create an asset
  • Edit an asset
  • Move an asset to another domain
  • Print an asset or save as PDF
  • Delete an asset

Create an asset

Domain types are assigned to asset types. You can add an asset to only that domain whose domain type is assigned to the asset type of the asset.

Prerequisites

Note The prerequisites for creating an asset depend on the values you select in the Asset typeType and Domain fields when creating the asset.

• You have a resource role with the Asset > Add resource permissions..
  Tip This permission is granted through a resource role that is assigned to you either on the domain or on the community to which the domain belongs (via inheritance). For more information, go to Responsibilities.
• The asset type of the asset you want to create is activated by your license.
  Tip Go to Overview of out-of-the-box asset types for a mapping of the out-of-the-box asset types to the products that need to be included in your license in order to use an asset type.

Steps

1. On the main toolbar, click .
   The Create dialog box appears.
2. On the Assets tab, select an asset type.
   Tip You can also select an asset type on the Recent tab to create assets more efficiently.
   The Create Asset dialog box appears.
3. Enter the required information.

   Field	Description
   Asset typeType	Asset type of the asset you are creating.
   Domain	Domain to which the asset will belong. Tip Ensure that the domain type of the selected domain is assigned to the selected asset type.
   Asset name Name	Name to identify the asset. An asset name can have up to 2000 characters. Tip  You can create multiple assets together. To do so, enter the first name, click the drop-down or press Enter, and then enter the next name. Depending on the settings, asset names may need to be unique within their domain.

4. Click Create.

Edit an asset

You can edit an asset's name, asset type, and status from the asset page.

Prerequisites

Note The prerequisites for editing an asset depend on the values you select in the Asset typeType and Domain fields when creating the asset.

• You have a resource role with the Asset > Update resource permission.
  Tip This permission is granted through a resource role that is assigned to you either on the domain or on the community to which the domain belongs, via inheritance. For more information, go to Responsibilities.
• You have a global role that has the relevant global permission for the type of asset you are editing. For example, if you want to update a Business Term asset, you must have a global role that has the Business Semantics Glossary global permission. Similarly, if you want to edit a Policy asset, you must have a global role that has the Policy Manager global permission.
  Tip To view the global permissions for all out-of-the-box asset types, go to Out-of-the-box asset types.

Steps

1. Open the asset page.
2. Click Edit, or click Actions → Edit.
   The Edit Asset dialog box appears.
   
3. Click → Edit.
   The Edit Asset dialog box appears.
   
4. Enter the required information.
   

   Field	Description
   Name	Display name of the asset. If the Identical Asset Names Per Domain feature is disabled for the asset type of the asset, the asset name must be unique within its domain. If you enter an existing name, an error message appears. Zero-width and whitespace characters are allowed in asset names.
   Full name	Full name of the asset. The full name of an asset must always be unique within its domain. This field is available only if the Identical Asset Names Per Domain feature is enabled for this asset type. Warning Don't edit the full name of an asset. This is because the full name is used to synchronize or refresh data sources. Changing the full name may cause unexpected results and break the synchronization or refresh process.
   Type	Asset type of the asset. Note   If you change the asset type, certain characteristics may no longer appear on the asset page because they aren't included in the new asset type's layout. These characteristics, however, aren't deleted. An administrator can make them visible on the asset page by changing the layout of the new asset type. Changing the asset type to AI Use Case: If you change the asset type of an asset to AI Use Case via the Collibra user interface, the asset's status is cleared. You can then manually set the status to suit your needs. If you change the asset type of an asset to AI Use Case via API, the asset's status is automatically changed to the default status, which is Ideation.
   Status	Status of the asset.

5. Click Save.

Move an asset to another domain

You can move an asset from one domain to another from the asset page. You can also move multiple assets to a different domain from a domain page or a global view.

Prerequisites

• You have a resource role with the Asset > Remove resource permission for the asset you want to move.
• You have a resource role with the Asset > Add resource permission for the domain to which you want to move the asset.

Steps

Move a single asset from an asset page

1. Open the asset page.
2. Click → Move.
   The Move Asset dialog box appears.
   Tip The Domain drop-down list in the dialog box contains domains of those domain types that are assigned to the asset type of the asset.
3. Click More → Move.
   The Move dialog box appears.
   
4. Select the new domain, and then click Save.

Move multiple assets from a domain page

1. Open the domain page.
2. On the Assets tab, select the checkboxes next to the assets you want to move to another domain.
3. Click Move.
   The Move selected assets dialog box appears.
   
4. Select the new domain, and then click Save.

Move multiple assets from the global view

1. Open the global view.
2. Select the checkboxes next to the assets you want to move to another domain.
3. Click Move.
   The Move selected assets dialog box appears.
   
4. Select the new domain, and then click Save.

How asset assignments change when moving assets between domains

The domains to which you can move an asset depend on the domain types assigned to the asset type through global and scoped assignments. When you move an asset, the list of target domains includes only those whose domain types are assigned to the asset type of the asset.

When you move an asset from one domain to another, the target domain's domain type determines which assignment applies to the asset. If the target domain's domain type has a different scope (for example, scoped instead of global), the asset's characteristics will change to reflect the assignment for that scope.

Consider the following example:

• Domain1 with DomainType1 that is added to an asset type's global assignment.
• Domain2 with DomainType2 that is added to the same asset type's scoped assignment.

When you move an asset from Domain1 to Domain2, the asset no longer follows the global assignment, but follows the scoped assignment of DomainType2.

Print an asset or save as PDF

You can print an asset page or save it as a PDF file to share information about an asset outside Collibra, for example, for audit, reporting, or security purposes.

Steps

1. Open the asset page.
2. Click → Print.
   
   
3. Click .

Delete an asset

You can delete an asset from the asset page or from an asset view. In an asset view, you can also delete multiple assets at once.

Prerequisites

You have a resource role with the Asset > Remove resource permission for the asset you want to delete.

Steps

Delete an asset from an asset page

1. Open the asset page.
2. Click → Delete.
   
   
3. Click More → Delete.

Delete assets from a table view

1. Open the view in table display mode.
2. If needed, use an asset filter or column filter to find the assets.
3. Select the checkboxes next to the assets you want to delete.
   Tip You can also select all the visible assets in the table by selecting the checkbox next to the column headings.
4. Click Delete.

Delete assets from a tile view

1. Open the view in tile display mode.
2. If needed, use a filter to find the assets.
3. Select the checkboxes on the tiles containing the assets you want to delete.
4. Click Delete.