Manage assessments

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 edit, retakecopy, archive, download, and delete an assessment.

Prerequisites

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

Edit an assessment

You can edit an assessment or its name only if its status is Draft.

Steps
  1. Open Assessments.
  2. Click the assessment you want to edit.
    The assessment page opens.
  3. Click Edit draft.
  4. Edit the responses to the assessment questions.
    Tip You can also edit the name of the assessment if the assessment was created without an asset.
  5. Do one of the following:
  1. Open Assessments.
  2. Click the assessment you want to edit.
    The assessment page opens.
  3. Edit the responses.
    Your responses are automatically saved.
    Tip You can also edit the name of the assessment if it was created without an asset. To edit the name, click the name, edit it, and then click outside to save it.
    Image of the assessment name section

Copy an assessment

When you copy an assessment, a duplicate of the assessment is created in the Draft status. The new assessment includes all the responses and view permissions from the original assessment, with the exception of assignees.

Note You can't copy an assessment whose template is deleted or updated.

Steps
  1. Open Assessments.
  2. Click the assessment you want to copy.
    The assessment page opens.
  3. In the upper-right corner of the page, click , and then click Copy.
    The new assessment immediately opens in the Draft status.

Note In the Properties section of the new assessment, the Owner field shows the name of the user who copied the assessment, instead of the name of the user who created the original assessment. The Created on field shows the date and time when the assessment was copied.

Retake an assessment

When you retake an assessment, a duplicate of the assessment is created in the Draft status. The new assessment inherits the responses and the view permission from the original assessment, with the exception of the assignees. You become the owner of the new assessment.

You can retake an assessment from the Assessments landing page directly, or from the Assessment Review asset page created when an assessment is submitted. This topic, however, describes how to retake an assessment from an assessment page.

Note 
  • You can't retake an assessment whose template is deleted.
  • You can retake an assessment whose template is updated. That is, you can retake an assessment even if it uses an older version of a template. The new assessment, however, always uses the latest version of the template. This means any changes in the latest template, such as added, edited, or removed questions, are reflected in the new assessment.
    • If a question was removed from the latest template, it isn't shown in the new assessment.
    • If a new question was added to the latest template, it is shown and highlighted in the new assessment to prompt you to fill it.
    • If a question's response was edited in the new assessment, it is highlighted in the new assessment.
Steps
  1. Open Assessments.
  2. Click the assessment you want to retake.
    The assessment page opens.
  3. Click Retake.
    Tip If you can't find this button, click More → Retake.
    The new assessment is created and its assessment page opens in the Draft status. In the Properties sidebar of the new assessment, the Owner field shows your name, instead of the name of the user who created the original assessment. The Created field shows the date and time when the assessment was retaken.

Mark an assessment as obsolete

You can mark an assessment that is in the Completed or Submitted status as obsolete only if you are the owner of the assessment. If you mark a submitted assessment as obsolete, the status of the Assessment Review asset that was created during submission also becomes Obsolete. Obsolete assessments are also shown in the table on the Assessments landing page.

Steps
  1. Open Assessments.
  2. Click the assessment you want to mark as obsolete.
    The assessment page opens.
  3. In the upper-right corner of the page, click → Mark as obsolete.

    The Mark as obsolete dialog box appears.
  4. Click Mark.

    The status of the assessment becomes Obsolete.

  1. Open Assessments.
  2. Click the assessment you want to mark as obsolete.
    The assessment page opens.
  3. Click More → Mark as Obsolete.
    The status of the assessment becomes Obsolete.

Download an assessment

You can print an assessment or download it as a PDF using the Print button. The printed or PDF version of an assessment doesn't contain the descriptions or tooltips of questions.

You can download an assessment as a PDF using the Download PDF button. The PDF captures all the information shown on the assessment details page, except for the descriptions of questions.

Steps
  1. Open Assessments.
  2. Click the assessment whose PDF you want to download.
    The assessment details page opens.
  3. In the upper-right corner of the page, click → Download PDF.
    The PDF is downloaded to your computer.
  4. Click the assessment you want to print.
  5. Click Print.
    Tip If you can't find the Print button, go to More → Print.

Delete an assessment

You can delete an assessment only if you are the owner of the assessment. If you delete a submitted assessment, any pending approval task or the linked Assessment Review asset won't be automatically deleted. You need to manually delete the asset.

Steps
  1. Open Assessments.
  2. Click the assessment you want to delete.
    The assessment page opens.
  3. Click More → Delete. In the upper-right corner of the page, click → Delete assessment.
    The assessment is deleted.