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 

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:

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 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: 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.
      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.
  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.
    Your responses are automatically saved.
    Tip 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. Answers to certain types of questions, such as checkboxes, radio buttons, and asset pickers, can't be copied to the clipboard.
  5. Optional: 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.
      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.
  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.