Set up AI Governance

Updated: October 2, 2025

For a list of global permissions and resource permissions that are relevant for AI Governance, go to AI Governance-related permissions.

Before you begin

• The latest Collibra user interface must be enabled for your Collibra environment. AI Governance only works in conjunction with the latest Collibra user interface.
• The Assessments Approval workflow must be enabled. This workflow is enabled by default; however, it is not new with AI Governance, nor is it specific to AI Governance, so we recommend that you check to see that it is still enabled.

The out-of-the-box AI Governance community comes with two domains:

• The AI Models and Agents domain: A Business Assets domain that you can use to store your AI Model Version, AI Base Model, AI Project, and AI Agent assets.
• The AI Use Cases domain: A Technology Assets domain that you can use as your AI use case register.

These are system-defined domains, meaning they can't be deleted. If needed, you can "hide" the community or the domains by restricting view permissions.

1 Assign the AI Business User or AI Producer global role to users

The following table provides some information about these two out-of-the-box global roles.

Global role	Intention
AI Business User	Intended for users who will create, update, and view AI use cases.
AI Producer	Intended for a broad audience of contributors who are building AI solutions and will create, update, and view AI agents and AI models.

Note With the Collibra 2026.04 release, we added 2 new, out-of-the-box global roles: AI Governance Admin and AI Governance Viewer. These global roles have been introduced to support permissions currently in private preview. Until those permissions are released, we recommend that you continue using existing global roles to manage your environment.

Prerequisites

• You have a global role with the Product Rights > System administration global permission.

Steps

1. In Settings, click Roles and permissions.
2. In the relevant row (either AI Business User or AI Producer), double-click in the Members column.
3. Click in the field, start typing and select the users and user groups that you want to assign.
4. Click Update.

If you want to grant a user the ability to access AI Governance in a read-only way, meaning without the ability to register AI use cases, AI models, or AI agents, and without the ability to participate in assessments, you can assign the user a custom global role that has only the Product Rights > AI Governance global permission.

2 Assign a Business Steward for the New Assessments domain

Prerequisites

• You have a global role that has the Resources > Manage all resources global permission, for example the Sysadmin global role.
• You have a resource role that has the following resource permissions for the New Assessments domain:
  • Asset > Add
  • Domain > Responsibilities > Add
  • Domain > Responsibilities > Update

Steps

1. Open the AI Governance Assessments domain.
2. In the tab bar, click Responsibilities.
3. In the Responsibilities section, click + Add responsibility.
4. Enter the required information:
   • Role: Start typing and select Business Steward.
   • People: Enter the users or user groups who will act as Business Stewards for the domain.
     
     Important At least one of the Business Stewards you specify must have a global role with the Workflow > Participate in Workflow global permission. The out-of-the-box AI Business User and AI Producer global roles come with this permission, so if at least one of the users you specify uses AI Governance, no further configuration is required.
5. Click Add.

Note By default, all users can view all assets in all communities and domains. If, for specific communities or domains, you choose to restrict view permissions to specific users and user groups, be mindful of the possible ramifications. Users who are subject to view permission restrictions are unable to view assets in restricted communities and domains. Even those who receive email notifications prompting them to review a specific asset cannot view the asset details.

3 Configure permissions for those who will participate in assessments

The out-of-the-box AI Business User and AI Producer global roles come with the required permissions to start and submit assessments. Therefore, this information is only relevant if there is someone in your organization who will work with the assessments, but will not work with the AI Governance app.

To start or submit an assessment, you need:

• A global role with the Product Rights > Assessments global permission.
• A global role with the Assessments > Conduct Assessments global permission.

Tip  The Owner of the AI use case, as specified when registering a new AI use case, is prompted to conduct an assessment of the use case. It's likely that this user will be an AI Governance user. If not, ensure that they have a global role that has these assessments-related global permissions, for example Assessments Template Manager.

4 Optionally, enable Lifecycle management for AI Governance asset types

The following table identifies which asset types are eligible for the Lifecycle management feature. The feature is enabled by default for the AI Model Version and AI Use Case asset types. Follow this procedure to enable the feature for the AI Agent and AI Base Model asset types.

Asset type	Eligible for the Lifecycle management feature?	Lifecycle management enabled by default?
AI Agent	Yes	No
AI Project	No	Not applicable
AI Use Case	Yes	Yes
Deployed AI Model	Yes	Yes
Foundational AI Model Important This asset type is currently only available for the Azure AI Foundry integration. It will become available for other AI model integrations in future versions of Collibra.	Yes	No

Prerequisites

• You have a global role with the Product Rights > System administration global permission.

Steps

1. On the main toolbar, click → Settings.
   The Settings page opens.
2. Click the Operating model tab.
   Operating Model settings are shown.
3. In the Asset types table, click the relevant asset type.
   The asset type overview page opens.
4. In the tab pane, expand the Global Assignment tab (or the tab of the relevant assignment), and then click Lifecycle.
   
   Note If only the Global Assignment tab is shown, it means no one in your organization has added another assignment. In this case, use the Global Assignment. For more information on assignments and scopes, go to Create scoped assignments for the AI Governance asset types.
   The Lifecycle page opens.
   
5. Select (to enable) or clear (to disable) the Activate Lifecycle tracker option.
   
6. Click Save.

Note To advance an asset to the next lifecycle stage, you click the Move to <stage> button in the Lifecycle tracker. The button is shown only to users that have a resource role with the Asset > Update Status resource permission on the community or domain in which the asset is stored.

5 Optionally, configure customizations in Collibra settings

You can configure the following optional customizations:

Setting	Description
Notification preferences	Specify the resource roles that will receive email notifications when there are changes to certain policy and categorization assets that are related to your AI Use Case and AI Model Version assets. By default, email notifications are sent to the following resource roles recipients: Business User Council Member Data Protection Officer Data Steward Owner Privacy Steward Stakeholder For complete information, go to: Identifying indirectly related policies and data categories Email notifications for metadata changes
Register AI use case button	Specify the behavior of the Register AI use case button on the AI Governance Overview and AI Legal Reviews pages: Keep default behavior (default): When a user clicks the button, the Register AI use case dialog box appears, prompting them to provide a name, description, domain, asset, and Owner for the new AI Use Case asset. Replace with a custom workflow: When a user clicks the button, a workflow starts. You can select any enabled workflow in your Collibra environment.

Prerequisites

• You have a global role with the Product Rights > System administration global permission.

Steps

1. Open the AI Governance settings for editing:

   1. On the main toolbar, click → Settings.
      The Settings page opens.
   2. On the AI Governance tile, click Customizations.
      The AI Governance Customizations page opens.
2. In the AI Governance Configuration section, enter the required information:
   

   Setting	Description
   Notification preferences	Do one or both of the following: To delete a recipient, click next to the relevant resource role. To add a recipient, click in the Resource role field, and then find and select the relevant resource role.
   Register AI use case button	Do one of the following: Select Keep default behavior (default) Select Replace with a custom workflow, and then select the workflow that you want to start when the Register AI use case button is clicked.

3. Click Save.

What's next

Users can now start registering AI use cases, AI models, and AI agents, and conducting assessments.

Be sure to check out the following topics, for advice on:

• Configuring the AI Governance asset types:
  • Configure the lifecycle stages of AI Governance assets
  • Configure assessments for an asset type
  • Configure sign-off activities for an asset type
• Working with the Lifecycle tracker
  • Understand the conditions for including the Lifecycle tracker on asset pages.