Complete or submit an assessment

You can complete an assessment or submit it for review only if its status is Draft. This topic describes how to complete or submit an assessment that is already created. If you haven't already created an assessment, go to Conduct an assessment.

Prerequisites

• You have a global role that has the Assessments > Conduct assessments global permission.
• You are the owner or assignee of the assessment you want to complete or submit.
• To submit an assessment: You have a resource role that has the Asset > Add and Attribute > Add resource permissions on the domain or its community, for example, Business Steward.
  

  Show an example

  Dora Portman is going to submit an assessment. Dora has the Data Protection Officer resource role for the Assessments Review Register domain. The Data Protection Officer resource role gives her the permissions she needs to add assets and attributes in that specific domain.

  

  To submit an assessment: The following must be true for the domain (or its community) that is selected 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 or AI Legal Reviewer.

  Tip If you are going to be using AI Governance, meaning you have the AI Business User or AI Legal Reviewer global permission, and you have the Business Steward resource role for the domain (for the Asset > Add and Attribute > Add resource permissions), then you already meet the requirements mentioned here, without further configuration.
  

Steps

1. Open Assessments.
2. Click the assessment you want to complete or submit.
   The assessment page opens.
3. Click Edit Draft.
4. Enter or edit the responses.
   Your responses are automatically saved.
   Tip If someone else saves their response to the same question before you, a dialog box notifies you. You can then click one of the following buttons:

   • Replace changes: Replaces their response with yours.
   • Copy answer and refresh: Replaces your response with theirs, while copying your response to the clipboard for potential use later. That is, after reviewing their response, if you decide to replace it with yours, you can simply paste your copied response. This button is shown instead of Refresh page when responses can be copied to the clipboard, such as for date pickers, number fields, and all types of text boxes.
   • Refresh page: Replaces your response with theirs. This button is shown instead of Copy answer and refresh when responses can't be copied to the clipboard, such as for checkboxes, radio buttons, asset pickers, and user pickers. You can, however, edit these types of responses again after clicking Refresh page.
5. Do one of the following depending on which button is shown:
   • Click Complete, and then, in the Complete assessment dialog box, click Confirm.
     The status of the assessment becomes Completed.

   • Click Submit. Then, in the Submit assessment dialog box, select the domain in which you want the Assessment Review asset to be created, and then click Submit.

     Note  In the Domain field in the Submit assessment dialog box, only domains of the type Assessment Review Register are shown. If you don't have the option to select a domain, it means that a single target domain has been specified in the Eligible domains setting, in the assessment template.
     
     The status of the assessment shows Submitted. Click View submission to view the Assessment Review asset.

   • Click Complete, and then, in the Complete This Assessment dialog box, click Complete.
     The status of the assessment becomes Completed.
   • Click Submit for Review. Then, in the Submit This Assessment dialog box, select the domain in which you want the Assessment Review asset to be created, and then click Submit.
     
     Note  In the Domain field in the Submit assessment dialog box, only domains of the type Assessment Review Register are shown. If you don't have the option to select a domain, it means that a single target domain has been specified in the Eligible domains setting in the assessment template.
     
     The status of the assessment becomes Submitted, and the Open the Review Asset button appears to enable you to view the Assessment Review asset.

What happens after you save, complete, or submit an assessment

The following table describes the outcome of saving a draft of an assessment, completing an assessment, and submitting an assessment.

Action	Outcome
	Status	Can you edit the assessment?	Is the Collibra environment affected?
Clicking Save draft	Draft	Yes	No
Entering a response in a new assessment	Draft	Yes	No
Clicking Complete	Completed	No	No
Clicking Submit	Submitted	No	Yes
Clicking Submit for Review	Submitted	No	Yes

When you submit an assessment

When you submit an assessment:

• An Assessment Review asset is created in the domain you selected when submitting the assessment. The domain type is Assessment Review Register. If the Assessments Approval workflow is disabled, the asset status is New. If the workflow is enabled, the asset status is Under Review.
  Tip To open the Assessment Review asset page, on the assessment page, click Open the Review AssetView submission.
• The assessment responses are shown on the Assessment tab of the asset page.
• If the assessment was conducted on an existing asset, the Assessment Review asset is related to that asset via the following relation type: [Asset] is assessed by / assesses [Assessment Review]
• The Assessments Approval workflow is triggered. This workflow notifies the Business Steward (by default) that an Assessment Review asset is ready for review, prompting them to approve or reject the asset. They can also retake the assessment via Actions → Retake Assessment on the asset page.