Working with sign-off activities

Updated: July 10, 2026

Note There are two versions of the Lifecycle tracker: a legacy version and a new version. The images in this topic show the new Lifecycle tracker. For more information, go to Lifecycle tracker versions.

Sign-off activities provide you with formal confirmation that a specific requirement was met or an instruction was followed. Completed sign-off activities typically indicate that the asset can be advanced to the next lifecycle stage.

Note

You can also add sign-off activities to the assignment of an asset type, so that sign-offs are automatically added to the Lifecycle tracker when a new asset is created. For complete information, go to Configure lifecycle activities for an asset type.
When you add a sign-off activity to an assignment, you have the option of marking the sign-off as "Required". When you manually add a sign-off activity, you do not have that option; the sign-off is always optional.
If you add a sign-off activity to an assignment, then when the relevant asset is created and the sign-off activity is added to the Lifecycle tracker, the sign-off does not have an Owner. Any user that edit's a sign-off activity becomes the Owner of the sign-off.
If you manually add a sign-off activity, the user that adds the activity is the Owner.

Manually add a sign-off activity to the Lifecycle tracker

You can add as many sign-off activities as you want.

Requirements and permissions

You have a global role with the Product Rights > AI Governance global permission. All of the following out-of-the-box global roles have this permission:AI Business UserAI Governance AdminAI Governance ViewerAI Producer
You have the Asset > Lifecycle Management > Sign-Off resource permission for the community or domain in which the relevant asset is stored.
If you don't have this resource permission, the + Add Activity button is not shown.

Steps

Open the relevant asset page.
In the Lifecycle tracker, click Add Activity, and then select Sign-off.
The Add sign-off dialog box appears.

Enter the required information.

Field	Description	Mandatory?
Sign-off name	A short, meaningful name, for example "Legal Department sign-off".	Yes
Instructions	Specific requirements that the Assignee must satisfy before signing off.	Yes
Assignee	The user or user group that is responsible for: Ensuring that the requirements specified in the Instructions field are carried out. Completing the sign-off activity. All Assignees are notified when a sign-off activity is added or edited.	No

Field

Description

Mandatory?

Sign-off name

A short, meaningful name, for example "Legal Department sign-off".

Yes

Instructions

Specific requirements that the Assignee must satisfy before signing off.

Yes

Assignee

The user or user group that is responsible for:

Ensuring that the requirements specified in the Instructions field are carried out.
Completing the sign-off activity.

All Assignees are notified when a sign-off activity is added or edited.

Click Add sign-off.
The sign-off activity is added to the Lifecycle tracker with the status Not Started.
The user who adds the sign-off activity is the Owner.

View, complete, edit, or delete a sign-off activity

In the Lifecycle tracker, do one of the following:

Click the name of the sign-off activity.
Click View in the relevant row.
Click in the relevant row, and then select View sign-off, Complete sign-off, Edit sign-off, or Delete sign-off.

The following table shows the available actions and the users that can carry out each action.

Action	Details	Who can carry out the action?
View	View the sign-off activity details. If any files are attached to the sign-off activity, you can click a file name to download the file to your hard drive.	All AI Governance users.
Edit	Edit any part of the sign-off activity, including: The name of the sign-off. The instructions. The assignees. If any files are attached to the sign-off activity, you can click a file name to download the file to your hard drive. You can't delete attached files via the Edit action. You can, however, delete them during the Complete action. Note If the sign-off activity has not yet been started, clicking Edit sign-off initializes the sign-off activity and opens it for editing.	The Owner of the sign-off, meaning the user who added it. Any Assignee. A user with a global role that has the global permission Resources > Manage all resources. Note If you edit a sign-off for which you are not the Owner, you become the Owner. If another user then edits the sign-off, that user becomes the Owner.
Complete	To complete the sign-off, select the checkbox and enter supporting text in the Completion notes field. If you aren't ready to complete the sign-off, you can enter and save text in the Completion notes field without completing the activity. Saving notes without completing sets the status to Draft. You can also Attach, delete, and download supporting files. Note If the sign-off activity has not yet been started, you can still complete it. Doing so creates and completes the sign-off activity in a single action.	Any Assignee.
Delete	You are prompted to confirm the deletion. If you delete a sign-off activity, you can't get it back. "Required" sign-off activities can't be deleted.	The Owner of the sign-off, meaning the user who added it.

Attach, delete, and download supporting files

When completing a sign-off activity, you can attach files that support your decisions. You can also delete any attached files that are no longer relevant.

Action	Details	Who can carry out the action?
Attach	To attach files and complete the sign-off activity: Selected the I have completed this sign-off activity checkbox. In the Completion notes field, enter supporting text. Select the Attach supporting files checkbox. Upload one or more files. Click Complete sign-off. To attach files without completing the sign-off activity: Clear the I have completed this sign-off activity checkbox. Select the Attach supporting files checkbox. Upload one or more files. Click Save.	The Owner of the sign-off, meaning the user who added it. Any Assignee. A user with a global role that has the global permission Resources > Manage all resources. Note If you edit a sign-off for which you are not the Owner, you become the Owner. If another user then edits the sign-off, that user becomes the Owner.
Delete	Click next to the file you want to delete.
Download	While viewing or editing the sign-off activity, click a file name to download the file to your hard drive.

Action

Details

Who can carry out the action?

Attach

To attach files and complete the sign-off activity:

Selected the I have completed this sign-off activity checkbox.
In the Completion notes field, enter supporting text.
Select the Attach supporting files checkbox.
Upload one or more files.
Click Complete sign-off.

To attach files without completing the sign-off activity:

Clear the I have completed this sign-off activity checkbox.
Select the Attach supporting files checkbox.
Upload one or more files.
Click Save.

The Owner of the sign-off, meaning the user who added it.
Any Assignee.
A user with a global role that has the global permission Resources > Manage all resources.

Note If you edit a sign-off for which you are not the Owner, you become the Owner. If another user then edits the sign-off, that user becomes the Owner.

Delete

Click next to the file you want to delete.

Download

While viewing or editing the sign-off activity, click a file name to download the file to your hard drive.

Notifications

The following table provides information on sign-off activity notifications and recipients.

Triggering event	Details
A user adds a sign-off activity.	Notification is sent to all Assignees.
A user edits a sign-off activity.	Notification is sent to all Assignees.
A user completes a sign-off activity	Notification is sent to the Owner of the sign-off activity, meaning the user who added it. If, however, the user who completes the sign-off activity is the Owner of the sign-off activity, no notification is sent. Notification is sent to the first Owner of the relevant asset, meaning the first user listed as an Owner in the Responsibilities tab on the asset page. If, however, the user who completes the sign-off activity is the Owner of the asset, no notification is sent. If a single user is the Owner of both the sign-off activity and the relevant asset, only one notification is sent. If there are multiple Owners for the relevant asset, a notification is sent only to the first user listed as an Owner in the Responsibilities tab on the asset page. If the Owner of the relevant asset is a user group, no notification is sent.

Notification channels

Notifications are available via the following channels.

Notification channel	For enablement information...
Email	Go to the “Edit the email notification settings” section in Manage a profile.
Notification Center	Go to Notification Center.
Slack	Go to Set up Slack integration.
Microsoft Teams	Go to Set up Microsoft Teams integration.

Limitations

Uploading attachments is restricted by the file upload settings. Collibra administrators with access to Collibra Console can manage these settings.

Setting name	Setting description
Max file size	The maximum upload size allowed in bytes.
Max per day	The maximum number of files any user will be allowed to upload in a day.
Accepted content types	Use the MIME type format. For more information, go to the Complete MIME Types List.
Restricted content types	Content types in MIME type format that cannot be uploaded. Restricted content types take precedence over accepted content types.