User licenses

A user license authorizes a user to perform certain actions in Collibra. The specific actions a user can perform depend on the user's global roles and responsibilities.

License types

The new license model defines three license types:

License type Description
Viewer

A Viewer license allows users to access and browse Collibra, add comments and ratings, create collections, and start workflows. With a Viewer license, users can search through business and technical content, typically to find curated data products in the Data Marketplace and perform a data product check-out. Viewer users have full viewing capabilities across Collibra, but administrators may restrict them to only see curated and approved content. They also have access to applications such as Glossary, Catalog, Data Marketplace, or Reference Data, allowing them to navigate through available content. When Viewer users spot missing or incorrect information, they can engage with data stewards and owners by commenting, rating, or starting workflows to ask questions, propose changes, suggest missing content, or report issues.

Contributor

In addition to the Viewer license, a Contributor license allows users to perform a deeper exploration of the platform to understand and interact with the metadata landscape:

  • Request access to data products.
  • Participate in workflows for data product improvement, curation, and certification.
  • Offer feedback on data product quality or issues related to data products.
  • Assist Creator users with final certifications and approvals.
  • Update asset tags.
  • Execute classification rules.
  • Conduct and submit assessments.
  • Leverage data notebooks to write SQL-based queries to build insights on data products.

They also have access to applications such as Guided Stewardship, Usage Analytics, or Data Helpdesk.

Creator

A Creator license grants users full access to all available products and capabilities. In addition to platform administration, configuration, and customization, they can create, edit, and delete assets without restriction and take on the roles of business and data stewards:

  • Manage the operating model, including users and subscriptions.
  • Manage the organizational setup, including communities, domains, and responsibilities.
  • Create, update, and delete assets and asset characteristics, including bulk import.
  • Manage assessments and assessment templates.
  • Manage and publish data notebooks.
  • Manage Protect, classification, and tags.
  • Access Settings, Workflow Designer, and Insights Data Access.
Note 
  • The described actions for each license type are not all-inclusive and may be subject to change.
  • Access to Collibra Console does not require a license.

The maximum number of licenses is defined in the license file.

Warning If your organization occupies more licenses than the maximum stipulated in your contract and identified in the license file, your administrator receives a warning, but all users retain access to Collibra functionality as determined by their roles and responsibilities. Occupying more licenses than the maximum can have financial and legal implications.

License assignment

License assignment automatic. You cannot assign licenses individually. Instead, Collibra calculates the required license type for each user. At any moment, a user has the maximum license required by any permission included in any role assigned to them directly or through group membership. For example, if a user has a role with a permission that requires a Contributor license and another role with a permission that requires the Creator license, the user occupies a Creator seat.

Tip You can view the required license type of all permissions in Settings.

Note The new license model no longer uses required and effective licenses.

License usage

Users will be determined on a named user basis rather than on a concurrent user or shared user basis. Each user account shall be assigned to, and Collibra customers shall cause it to be used exclusively by, a single individual, for example without the creation of generic or shared user accounts. Users are limited to the number set forth in the respective order, and access to the Collibra software will be restricted to such number of users through a license management key provided by Collibra. You may reassign a user account where the person initially assigned such account has left the company or changed job assignments to a new role where use of the Collibra software is not part of such role responsibilities. However, you may not share or pool a user account’s access among multiple individuals to allow for temporary use by multiple users, rather, purchase additional users as required.

Note There is currently a known issue with Edge only system users consuming a Standard license. We will allow all customers to exceed the license agreement for such Edge only users until this known issue has been fixed.

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