Manage templates

You can create, edit, discard, publish, copy, export, import, and delete an assessment template.

Important 

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

Prerequisites

You have a global role that has the Assessments > Manage Templates global permission.

Create a template

You can create a template to be used when conducting assessments.

Steps

  1. Open the templates page.
  2. Click Create new template.
    The Template editor page opens.
  3. In the Custom Templates section, click Create Template.
    The template page opens.
  4. Enter the required information.
    Section/TabFieldDescription

    Properties

    		TitleEnter a title for the template.
    Description (optional)Enter a description for the template.
    Asset type (optional)Select the target asset type to be assessed.
    Governance (optional)If you want an asset to be created and the Assessments Approval workflow to be triggered when an assessment is conducted using this template, select the Governance checkbox. For more information, go to Governance in assessments.

    Canvas > Page

    		Input page title hereEnter a title for the page.
    Enter a page descriptionEnter a description for the page.

    Toolbox

    		Drag the required question type to the required location on the canvas.
  5. In the sidebar, enter the required information.
  6. Click Add Question or drag the required field types to the canvas.
  7. Configure the settings for the fields.
  8. Configure the logic conditions for the fields.
  9. Add more pages and more fields if needed.
    Note Each page of a template appears as a separate section in the assessment.
  10. Click Save.
    The template is created with version V1 and status Draft. The new template is shown in the Custom Templates section on the templates page.

Edit a template

You can edit only custom templates. Collibra templates can't be edited, but you can copy them and then edit the copies.

Steps

  1. Open the custom template.
  2. Edit the template.
    Tip For information about the template fields and settings, go to Template fields and Template settings.

  3. Click Save draft.
    Your changes are saved.
Note If the template's previous status was Draft, both the status and the version number remain the same. If its previous status was Published, the status becomes Draft and the version number is incremented.

Discard a draft template

When you edit and save a published template, its status changes to Draft and its version number is incremented. You can discard the draft and revert the template to its last published version using the Discard Version button. This action restores the Published status and the version number.

When you edit and save a published template, its status changes to Draft and its version number is incremented. You can discard the draft and revert the template to its last published version using the Discard draft button, which restores the Published status and original version number.

Steps

  1. Open the templates page, and then open the template whose draft you want to discard.
  2. Click Discard draft.

    The draft version of the template is deleted and the last published version of the template becomes available.
  1. Open the template.
  2. Click More → Discard Version.
    The draft version of the template is replaced with the last published version of the template.

Publish a template

You can publish only custom templates. Although it is more likely that you will publish a template whose status is Draft, you can also publish a template whose status is already Published.

Note Only the latest version of a published template is available for conducting assessments. If an assessment is conducted using a specific version of a template, that version remains unchanged for the assessment, even if a newer version of the template is published later.

Steps

  1. Open the custom template.
  2. Edit the template.
  3. Click Publish.
    The template becomes available for conducting assessments.
Note If the template's previous status was Draft, the status becomes Published and the version number remains the same. If its previous status was Published, the status remains the same and the version number is incremented.

Copy a template

You can copy only Collibra templates.

Note Collibra templates are shown only if the Show out of the box templates setting in Collibra Console or Collibra settings is enabled.

Steps

  1. Open the Collibra template.
  2. In the PROPERTIES section, in the Title field, enter a title to identify the template.
  3. Optional: In the Properties section:
    • Add a description for your new template.
    • Specify a target asset type to be assessed.
    • Select or clear the Governance checkbox, to enable or disable governance for any assessments that will be conducted from this template.
  4. Click Copy template.
    The new template opens in the Draft status with the version as v1. The template is also added to the Custom templates section of the template gallery.
  1. Open the Collibra template.
  2. In the sidebar, in the Name field, enter a name to identify your template.
  3. If needed, edit the template settings.
  4. Click Save as New Template.
    The new template is created, and it opens in the Draft status with version V1. The template is also added to the Custom Templates section on the All Templates page.

Export a template

You can export only published custom templates. Collibra templates can't be exported, but you can copy them and then export the copies.

You can use this feature when you want to import a template from your testing environment to your production environment. For example, to use a template in another Collibra environment, export the template and then import it into the other environment.

Steps

  1. Open the custom template.
  2. Click More → Export. In the upper-right corner of the page, click → Export.

    The template is exported to your computer as a JSON file.

Import a template

You can import exported custom templates.

You can use this feature when you want to import a template from your testing environment to your production environment. For example, to use a template in another Collibra environment, export the template and then import it into the other environment.

Steps

  1. Open the templates page.
  2. In the Custom templates section, click , and then click Import template.

    The Import template dialog box appears.
  3. Click Upload template, and then select the template that you want to import.
    4. Tip If a template of the same name already exists in your environment, you are prompted to enter a new name for the template that you are importing.
  4. Click Import.

    A message stating that the template is imported appears. The template is added to the Custom templates section.
  1. Open the All Templates page.
  2. In the Custom Templates section, click Import Template.

    The Import a Template dialog box appears.
  3. Click the Upload a JSON file prompt, and then select the file you want to import. Alternatively, you can drop the file into the dialog box.
  4. If needed, change the value in the Template Name field.
    Tip For information about all the options shown in the dialog box, go to the next section (Template name).
  5. Click Import.
    The template is imported, and it is added to the Custom Templates section on the All Templates page.

Template name

The template you are trying to import may have the same name as that of a template already in Collibra. Here, the term name refers to the title of the template in the JSON file, not the file name.

  •  If a Collibra (out-of-the-box) template with the same name already exists, a new template is created without replacing the existing Collibra template. The imported template has the status Draft, version V1, and a number appended to its name to differentiate it from the existing template. For example, if the existing template's name is Collibra, the imported template's name becomes Collibra (2). You can also rename the imported template in the Template Name field during the import.
  •  If a custom template with the same name already exists, you can choose one of the following options:
    • Import as a new version of the existing template: Replaces the existing template with your imported one. The existing template's ID is retained so that any integrations, such as workflows, continue to work. The imported template has the status Draft and its version is incremented. For example, if the existing template's version was V1, it now becomes V2.
    • Import as a new template: Creates a new template without replacing the existing one. The imported template has the status Draft, version V1, and a number appended to its name to differentiate it from the existing template. For example, if the existing template's name is Custom, the imported template's name becomes Custom (2). You can also rename the imported template in the Template Name field during the import.
  • If a template with the same name doesn't exist, you can still import your template as a new version of an existing custom template using the following option:
    • Import as a new version of the existing template: Replaces the existing template you select in the Template field with your imported one. The imported template has the status Draft and its version is incremented. For example, if the existing template's version was V1, it now becomes V2. You can also rename the imported template in the Template Name field during the import.

Delete a template

You can delete only custom templates. If, however, the template you want to delete is already used in a draft assessment, you can't delete the template.

Steps

  1. Open the custom template.
  2. In the upper-right corner of the page, click → Delete.

  3. Click More → Delete.