Assessment permissions

Important 

In Collibra 2024.05, we launched a new user interface (UI) for Collibra Platform! You can learn more about this latest UI in the UI overview.

Use the following options to see the documentation in the latest UI or in the previous, classic UI:

You can protect the sensitive information in your assessments by giving specific permissions to individuals. This includes choosing whether the assessment is private or public and assigning people to the assessment. These permissions limit who can view and edit the assessment and thus prevent unauthorized access.

Assessments automatically inherit the view permission from the associated template. However, if you are the owner of the assessment or an Assessments administrator, you can still change the default view permission in the assessment if needed. If you are an administrator, you can also change the owner of an assessment, regardless of its status.

Assessment permissions control who can view or edit an assessment. You can edit the view permissions and the assignment of an assessment, regardless of its status. When you edit the permissions of a submitted assessment, a comment showing the new permissions is automatically added to the History tab of the linked asset.

Note 
  • By default, the assessments that were created in Collibra 2023.02 or newer are private and are visible to only the owners and assignees of those assessments.
  • By default, the assessments that were created in Collibra 2023.01 or older are public and visible to everyone. If such an assessment contains sensitive information, we recommend editing the permissions of that assessment so that it is visible to only you and the assignees that you select.

In this topic

Terminology

  • The owner of an assessment refers to the user whose name is in the Owner field onin the Propertiestabsidebar of the assessment.
  • The assignees of an assessment refer to the users whose names are in the Assignees field onin the Propertiestabsidebar of the assessment.
  • Assessments administrator refers to a user who has the Assessments Adminglobal role.

Assessment permission details

The following table shows the permissions granted to the assignees and owner of an assessment and those granted to an Assessments administrator.

Permission Assignees Owner Assessments administrator
View an assessment Yes Yes

Yes, even if they aren't the owner or assignee
Edit an assessment whose status is Draft Yes Yes No
Copy an assessment Yes Yes Yes, even if they aren't the owner or assignee
Complete or submit an assessment Yes Yes No
Edit an assessment whose status is Completed or Submitted No No No
Download a PDF of an assessment Yes Yes Yes, even if they aren't the owner or assignee
Mark an assessment as obsolete No Yes No
Delete an assessment No Yes No
Change the view permission of an assessment No Yes Yes, even if they aren't the owner or assignee
Change the owner of an assessment No No Yes, even if they aren't the owner or assignee
Change the assignees of an assessment No Yes Yes, even if they aren't the owner or assignee

Change assessment permissions

Prerequisites

You have a global role that has the Assessments > Conduct assessments global permission.

Steps

  1. Open Assessments.
  2. Click the assessment whose permissions you want to edit.
  3. Click Edit, and then click the Properties tab.In the Properties sidebar, click the current value in each of the following sections, select the required option, and then click the Save icon.
    SectionOptionDescription
    Permission to ViewView PermissionsEveryoneEveryone can view the assessment.

    Only Owner and Assignees

    Only the owner and the assignees you select in the Assignees field can view the assessment.

    Tip You can use the View Permissions setting in the assessment template to set the default view permission for all assessments that use that template.
    Permission to EditEdit PermissionsOwner

    Shows your name by default and can't be changed. You can always edit your own assessment.

    Tip If you are an administrator and want to change the owner of the assessment, in the Owner field, select the name of the new owner.
    Assignees

    Only the assignees can view and edit the assessment. The owner can always edit their own assessment.

    Tip For more information about the permissions that the assignees have, go to Assessment permission details.
  4. Click Save.