Conduct an assessment

You can conduct an assessment on an asset within your Collibra environment. Typically, you onboard an asset and then conduct an assessment on the asset. However, you can also conduct an assessment prior to onboarding an asset, which can be useful in guiding the onboarding process.

This topic describes how to create and conduct an assessment both with and without a specific asset. If you had already created an assessment and now want to complete or submit it, go to Complete or submit an assessment. If you want to start an assessment via a link, go to Conduct an assessment via a link.

Important 

Choose an option below to explore the documentation for the latest user interface (UI) or the classic UI.

Note  The Governance setting in the template used in the assessment determines which button (Complete or Submit) is shown when conducting the assessment.
  • The Complete button is shown if the Governance setting is disabled. When you complete an assessment, no asset is created.
  • The Submit button is shown if the Governance setting is enabled. When you submit an assessment, an Assessment Review asset is created.
Note  The Require a review setting in the template used in the assessment determines which button (Complete or Submit for Review) is shown when conducting the assessment.
  • The Complete button is shown if the Require a review setting is disabled. When you complete an assessment, no asset is created.
  • The Submit for Review button is shown if the Require a review setting is enabled. When you submit an assessment, an Assessment Review asset is created.

Prerequisites

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

    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.

    Responsibilities tab of the Assessment Review Register 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. Enter the required information.
    FieldDescription
    Select Template

    Select the template that you want to use for your assessment.

    Tip This field contains a list of published templates.

    To conduct an assessment with a specific asset:
    Select <asset type>

    Select the asset that you want to assess.

    Tip This field contains assets of a specified asset type. If an asset type has not been specified for the selected template, this field is empty.
    To conduct an assessment without a specific asset:
    <asset type> not yet availableSelect this checkbox.
    Describe what you want to assessEnter a description of what you want to assess.

  3. Click Start.
  4. Respond to the assessment questions.
  5. On the Properties tab, set the assessment permissions.
      Section → OptionDescription
      Permission to ViewView Permissions → EveryoneMakes the assessment visible to all users.
      Permission to ViewView Permissions → Only Owner and Assignees

      Makes the assessment visible to only the owner and the assignees selected in the Assignees field.

      Tip Default view permission can be set for all assessments that use a specific template by using the View Permissions setting in the template.
      Permission to EditEdit Permissions → Owner

      Shows the name of the user who created or retook the assessment.

      The owner can:

      • Edit the name and responses of the assessment if its status is still Draft.
      • Change the view permission and assignee of the assessment.
      • Complete or submit the assessment.
      • Mark the assessment as obsolete.
      • Delete the assessment.
      Tip Only an Assessments administrator can change the owner.
      Permission to EditEdit Permissions → Assignees

      The assignees can:

      • Edit the responses of the assessment if its status is still Draft.
      • Complete or submit the assessment.
  6. Do one of the following depending on which button is shown:
    • Click Save draft.
    • 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.
  1. Open Assessments.
  2. In the Conduct Assessment section, enter the required information.
    FieldDescription
    Template

    Select the template you want to use in the assessment. This field contains a list of published templates.

    Does the Asset Exist in Collibra?

    This field is shown only if a specific asset type is associated with the selected template.

    To conduct an assessment with a specific asset, select Yes, and then select the asset in the Asset field.

    To conduct an assessment without a specific asset, select No, and then enter a name for the assessment in the Assessment Name field.

    Assessment Name

    This field is shown only if an asset type isn't associated with the selected template.

    Enter a name for the assessment.

  3. Click Conduct Assessment. An assessment is created in the Draft status and the assessment page opens.
  4. Enter your responses.
    Tip 
    • For rich text responses: You can add images to provide additional context and share visual information, such as charts and screenshots. The types of images you can upload include BMP, GIF, JPEG, and PNG.
    • For file uploads: The maximum number of files you can upload is predefined in the Maximum number of files template setting. The maximum size and the types of files you can upload are predefined in the Upload configuration settings in Collibra Console.
    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. Optionally, in the Properties sidebar, edit the assessment permissions.
    To edit a permission, in the Properties sidebar, click the current value, select the required option, and then click the checkmark (Save) icon or simply click outside to save your change.
      Section → OptionDescription
      Permission to ViewView Permissions → EveryoneMakes the assessment visible to all users.
      Permission to ViewView Permissions → Only Owner and Assignees

      Makes the assessment visible to only the owner and the assignees selected in the Assignees field.

      Tip Default view permission can be set for all assessments that use a specific template by using the View Permissions setting in the template.
      Permission to EditEdit Permissions → Owner

      Shows the name of the user who created or retook the assessment.

      The owner can:

      • Edit the name and responses of the assessment if its status is still Draft.
      • Change the view permission and assignee of the assessment.
      • Complete or submit the assessment.
      • Mark the assessment as obsolete.
      • Delete the assessment.
      Tip Only an Assessments administrator can change the owner.
      Permission to EditEdit Permissions → Assignees

      The assignees can:

      • Edit the responses of the assessment if its status is still Draft.
      • Complete or submit the assessment.
  6. Do one of the following depending on which button is shown:
    • Click Save draft.
    • 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's next

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