Users

A user is an individual who has access to Collibra through a user account. The specific actions a user can perform depend on depend on their license type, global roles, and responsibilities.

Tip Add users to user groups for efficient assignment of roles and responsibilities to multiple users simultaneously.

User types

The type of a user depends on their license type. The new license model defines three user types, based on the licenses:

User 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.
  • 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.
User type Description
Read-only user

A user who has a read-only license and who can:

Note It does not allow users to create, edit or delete resources.

You can view which global and resource permissions require a Read-only license on the Cogwheel icon Settings page.
Standard user

A user who has a standard license and who can:

  • Create, edit and delete assets.
  • Create, edit and delete communities, domains, and responsibilities.
  • Create and share (anyone’s) application, community, and domain views.
  • Create and share (anyone’s) dashboards.
  • Bulk import assets through Excel, CSV, or API.
  • Manage and participate in workflows.
  • Edit the operating model, for example create, edit, and delete asset types.
  • Manage users, user groups, roles, and permissions.

You can view which global and resource permissions require a Standard license on the Cogwheel iconSettings page.

User statuses

The status of a user determines whether they can sign in or not.

User status Description
Enabled A user who can sign in to Collibra. The license of this user contributes to the maximum number of licenses if the user has an active password status.
Disabled A user who cannot sign in to Collibra.The license of this user does not contribute to the maximum number of licenses.

Password statuses

Password status Description
Active A user who has a password.
Inactive A user who does not have a password. This is typically a temporary status that occurs only immediately after creating a user. When a password is created for the user, the password status becomes active and cannot be then reverted to inactive.

Out-of-the-box users

Collibra contains out-of-the-box users, which are used to manage various aspects of Collibra.

Default name Resource ID License Purpose
Admin Istrator 00000000-0000-0000-0000-000000900002

Standard

Admin Istrator is the default administrator who configures Collibra when it is installed.

Admin Istrator allows you to perform the initial user creation and configuration. You can delete this account if you have at least one other user who has the Sysadmin global role.
System User 00000000-0000-0000-0000-000000900001

Standard

 System User is a fixed user who performs system-level functions and triggers certain processes in Collibra. You cannot modify or delete this user.
Workflow User 00000000-0000-0000-0000-000000900003

Standard

 The Workflow User performs the actions triggered by workflows that are not the result of a user task or a synchronous script. You cannot modify or delete this user.

Note You can retrieve a full list of out-of-the-box users by using the REST Core API v2 GET method of the /users endpoint with the includeDisabled parameter set to true. Out-of-the-box users have true in the system filed.