Conduct an assessment

Important 

In Collibra 2024.05, we launched a new user interface (UI) for Collibra Data Intelligence 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 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.

Note  The Governance checkbox in the template used in an assessment determines which button (Complete or Submit for Review) is shown when conducting an assessment.
  • The Complete button is shown if the Governance checkbox isn't selected in the template.
  • The Submit for Review button is shown if the Governance checkbox is selected in the template. When you click this button, an Assessment Review asset is created in your Collibra environment.

Prerequisites

  • You have a global role that has the following global permissions:

    • Assessments > Conduct assessments
    • Assessments > Manage templates

  • 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: 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.

    Ron Bosco is going to submit their assessment. Ron has the Data Protection Officer resource role for the New Assessments domain. The Data Protection Officer resource role gives them the permissions they need to add assets and attributes in that specific domain.

    Responsibilities tab of the Assessment Review Register domain

    Important The following must be true for the domain (or its community) that is specified 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.

Steps

Tip  You can also start an assessment directly via a link.
  • With a specific asset, use the following format for the link:
    [your Collibra instance]/assessments/conduct?assetId=[ID of the asset in Collibra]&templateId=[ID of the assessment template]
    Example: https://doc.collibra.com/assessments/conduct?assetId=019102db-f625-7ebb-89f7-3df92ed34923&templateId=4565e602-2a78-11eb-adc1-0242ac120002
  • Without a specific asset, use the following format for the link:
    [your Collibra instance]/assessments/conduct?assetName=[Name for the assessment]&templateId=[ID of the assessment template]
    Example: https://doc.collibra.com/assessments/conduct?assetName=Risk%20Management&templateId=4565e602-2a78-11eb-adc1-0242ac120002
  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.
      SectionOptionDescription
      Permission to ViewView PermissionsEveryoneAssessment will be visible to everyone.
      Only Owner and Assignees Assessment will be visible to only the owner and the assignees that you select in the Assignees field.
      Permission to EditEdit PermissionsAssigneesNames of the users who should be able to view or edit the 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.
      • For more information about the permissions that the assignees have, go to Assessment permission details.
  6. Do one of the following:
    • Click Save draft.
    • Click Complete, and then, in the Complete assessment dialog box, click Confirm.
      The status of the assessment shows 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.

      Tip  In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.

      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.
      Tip In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.
      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 that you want to use for your assessment.

    Tip This field contains a list of published templates.

    Does the Asset Exist in Collibra?

    Important This field is shown only if a specific asset type is associated with the selected template. For more information, go to Asset type in a template.

    To conduct an assessment with a specific asset:

    1. Select Yes.
    2. In the Asset field, select the asset.

    To conduct an assessment without a specific asset:

    1. Click No.
    2. In the Assessment Name field, enter a name for the assessment you are conducting.

    Assessment Name

    Important This field is shown only if no asset type is associated with the template. For more information, go to Asset type in a template.

    Enter a name for the assessment you are conducting.

  3. Click Conduct Assessment.
    The assessment page opens.
  4. To create an assessment, enter your response to a question.
    1. Click within the area designated for the response.
      The Cancel and Save icons appear next to the question for discarding and saving your response.
    2. Enter your response, and then click the Save icon.
      Your response is saved and the assessment is created.
      Tip 
      • After entering a response, if you don't click either icon, the response is automatically saved when you click Complete or Submit for Review.
      • If someone else saved their response to the same question first, a dialog box appears to notify you. You can then choose to click one of the following buttons:
        • Override Changes: This replaces their response with yours.
        • Copy Answer and Refresh: This 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.
        • Cancel: This allows you to continue entering your response.
  5. Set the assessment permissions.
    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 PermissionsEveryoneAssessment will be visible to everyone.
      Only Owner and Assignees Assessment will be visible to only the owner and the assignees that you select in the Assignees field.
      Permission to EditEdit PermissionsAssigneesNames of the users who should be able to view or edit the 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.
      • For more information about the permissions that the assignees have, go to Assessment permission details.
  6. Do one of the following:
    • Click Save draft.
    • Click Complete, and then, in the Complete assessment dialog box, click Confirm.
      The status of the assessment shows 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.

      Tip  In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.

      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.
      Tip In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.
      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 when you save, complete, or submit an assessment