Knowledge base
Created Dec 6, 2024
4 members
27 discussions
Collibra’s Knowledge Base is a centralized hub for users to find clear, structured guidance on using the platform. It includes how-to articles, best practices, troubleshooting tips, and in-depth documentation to help teams manage data, workflows, and governance effectively. Whether you're just getting started or deep into implementation, it's your go-to resource for making the most of Collibra.
Alex Jorgenson
1 day agoVersion update: March 31, 2025
What is the Collibra Community?
The Collibra Community is a dedicated space for data professionals to learn about Collibra, access resources, troubleshoot challenges and network with other data enthusiasts. The Collibra Community has 11,000+ members across multiple industries and regions.
How do I create an account and join the Community?
Visit community.collibra.com and click on the person icon in the top left corner to register for the Community.
How do I log in to the platform?
You can log in using this login link and use the SSO method, which allows you to use the same credentials as your other Collibra sites without creating new logins and passwords.
How do I update my profile?
Once logged into the Community, you can view your profile in the secondary navigation menu. Click the person icon to the right of the bell icon. Click “View profile” and edit using the green “Edit” button. We encourage you to welcome your profile with a headshot and About description for a more engaged Community experience.
Can I edit my notification settings?
Yes, you can edit your notification settings and customize your preferences for receiving updates, alerts, and notifications related to community discussions, mentions, and activities. Click your profile icon > “Profile Settings” > “Notifications & Preferences” to explore your options.
How do I search for specific topics or discussions?
You can edit your notification settings and customize your preferences for receiving updates, alerts, and notifications related to community discussions, mentions and activities. Click your profile icon > “Profile Settings” > “Notifications & Preferences” to explore your options.
How do I earn badges or points in the community's gamification system?
Coming back soon 2025!
How do I report bugs or issues on the new platform?
If you encounter any bugs or issues on the new platform, please report them to [email protected]. Your feedback is invaluable in helping us improve the platform for everyone.
What should I do if I encounter inappropriate behavior or content?
If you encounter inappropriate behavior or content in the Collibra Community, please let us know by clicking on a discussion post and “Mark as Spam” or “Flag as Inappropriate.” You can also email us directly at [email protected].
How can I provide feedback on the Community?
We strive to provide our community members with the best community experience possible. We would love your feedback to help identify areas for improvement and gather suggestions for new features and enhancements. We send a bi-annual Community member survey in July and December of each year. You can also email us directly at [email protected].
Who are Data Citizens™ User Groups?
What is a Data Citizens™User Group? Are there customer meet-ups?
Data Citizens User Groups Interactive virtual groups, webinars and events that allow Collibra customers and partners to network and collaborate with others in similar professions or on specific use cases.
These groups feature knowledge sharing from adoption and solution experts, allowing members to ask industry-specific questions, share insights and discuss relevant topics. Members can join Circles in the Collibra Community. Connect with your Customer Success Manager or our Community managers today to get involved!
How do I stay up to date with Community news?
The Collibra Community sends our members a quarterly newsletter, including the latest community news, events and more. We also post weekly announcements on the Community.
Collibra | Community
3 months agoRecommendation
Domain structure is a critical aspect of a well-designed operating model. The recommendations here will help you design your domain structure to achieve these objectives.
Impact
Following these best practices will support platform adoption by improving:
Platform usability.
Clarity of governance responsibilities.
Ease of system.
Best practice recommendations
Domains are collections of assets with similar characteristics, attributes or similar responsibilities or roles. When deciding how to group assets into domains, think about which assets will be acted on similarly within the system. For example, assets that have the same governance process or are assigned similar responsibilities.
Since assets can only be a member of a single domain, you may run into situations where it is hard to decide between 2 or more possible domain assignments. For example, an asset that might have stewards in a geographically defined domain, such as the North America Group, and a business-function-defined domain, like Finance. In these cases, you should choose the domain of the ultimate “owner” of the asset.
These decisions will sometimes drive the need to create new communities or even shared communities. For more information, go to the Community structure best practice article.
Only create domains when you have a set of assets which will belong to them. Empty domains can cause clutter and confuse your users.
Domain names must be unique within a single community but can be duplicated across communities. However, it is best to name each domain uniquely. For instance, instead of having a Glossary domain within multiple communities, give them specific names such as Finance Glossary and Marketing Glossary.
Add a description to your domain. It is a best practice to provide a clear and useful description for users who may not otherwise be familiar with the content.
While all domains are visible to everyone by default, it is possible to hide domains from view based on users or groups. However, it is a best practice to use this feature sparingly and only where it is clearly required. For example, a domain of sensitive reference data, like salary scales should have restricted visibility.
While enabling automatic hyperlinking is not recommended, when using it, it is necessary not only to enable the system-level automatic hyperlinking but also specifically for the domains whose assets you want to be hyperlinked. This should be applied judiciously to smaller, business asset domains rather than broadly to avoid performance issues since the links are dynamically maintained.
Validation criteria
The Operating Model Diagnostic workflow, which is available from your Customer Success representative, will help identify empty domains and domains without descriptions, as well as domains without stewards and domains where automatic hyperlinking is enabled.
The Operating Model Reverse Engineering, OMRE, available in Marketplace, can make it easier to find duplicate-named domains across communities.
Additional information
For more information, go to the following resources:
See the Collibra Documentation Center for more information on any of the above elements.
You can run the OMRE to help identify the existence of duplicate domain names across communities.
Domain structure and community structure work together so our Community structure best practice is another useful resource.
Collibra | Community
3 months agoRecommendation
Limit the number of custom asset types and statuses to optimize both operating model maintenance and user experience.
Impact
Use out-of-the-box (OOTB) asset types as much as possible to ensure maximum compatibility with future product features. Custom asset types should be used to meet your specific business requirement, but it is best to avoid using too many.
If there are a lot of custom asset types, you should review them and search for duplicates, as well as overlapping or unused asset types and confirm that custom asset types cannot be replaced by the use of OOTB asset types.
Ensure that you have the relevant asset types available before creating a custom asset type. This is to avoid creating unused custom asset types which can complicate the governance of the operating model.
Introduce a Data Office governance process for the creation of custom asset types. This process should provide guidance on when a custom asset type is absolutely necessary and reduce the risk of unused asset types. You should also review the number of users with permission to create custom asset types, as too many users can result in unused, duplicated or unnecessary custom asset types.
Custom statuses are encouraged to support the asset life cycle. However, keep the number of possible statuses for a given asset type as small as possible to avoid confusing users. If there are more than 30, consider consolidating to fewer statuses.
Topic area
Operating Model → Metamodel → Asset Model → Asset types
Operating Model → Execution and Monitoring Concepts → Status types
Monitoring this practice
For customers with established production models:
Run the Operating Model Reverse Engineering, or OMRE, on a regular basis to identify the elements in this article.
Contact your Collibra representative to run the Operating Model Diagnostic.
Additional information
For more information, go to the following resources:
Collibra | Community
3 months agoRecommendation
By setting and observing benchmark maximums for key model elements, you can improve your user experience in areas such as navigation and readability, as well as avoid overtaxing your system resources.
Impact
Follow these recommendations to maximize the scalability and adoption of your implementation by improving performance, reducing the size of backup/restore files and time-consuming import and export queries. Equally, user interface and experience are improved by greater readability and navigation, and by supporting governance processes that are more practical and easier to sustain.
Best practices
Domain-level recommendations
Keep the number of domains within a single community below 1,000 to aid navigability for users.
Use ownership, stewardship, or governance councils as a basis for dividing communities with more domains into multiple communities.
Try to keep the total number of domains in your model below 10,000, as any more may make the model difficult to manage and navigate for users.
Use any business dimension, such as Line of Business, geographic region or data domain, as a logical basis to consolidate the number of domains. For example, consolidate all customer schemas or product schemas into a single domain.
Asset-level recommendations
The number of attributes per asset should not exceed 500. Beyond this limit, it becomes extremely difficult for users to read or navigate what distinguishes one asset from another. As with the benchmarks above, consider a logical or business dimension that will allow you to consolidate attributes.
Automatic hyperlinking of assets is turned off by default, but it can be turned on. However, if you allow the number of automatically hyperlinked assets to exceed one million, it can slow performance and be a negatively impact user experience and adoption.
If the number of responsibilities, direct or inherited, per asset exceeds 100, governance of the asset becomes difficult to sustain and navigate, and increases the risk of inadvertent conflicts among the asset’s responsibilities. A process with tens of roles involved often represents over-engineering of the governance process.
User recommendations
Exceeding 20,000 users per user group can lead to performance degradation, therefore use any business dimension, such as Line of Business, geographic region or data domain, as a logical basis to split large user groups into smaller groups.
Validation criteria
Review the elements above periodically to ensure you are not exceeding the suggested maximums. You can develop a custom workflow to capture volumes of the above and/or use Insights reporting.
Additional Information
Go to the diagnostics section in Collibra's Documentation Center for more information on any of the above elements.
Collibra | Community
3 months agoRecommendation
Collibra Data Intelligence Platform offers you the flexibility to create new asset types and redefine relationship behaviors to suit your organization's needs. This is particularly helpful when the existing out-of-the-box (OOTB) model does not meet you requirements. However, existing OOTB options should first be carefully evaluated before creating any new, custom asset types.
Impact
Enhances your ability to leverage both existing and future Collibra products and capabilities as many of the most powerful features depend on OOTB components.
Allows you to leverage Collibra resources more easily, as renaming existing assets can lead to ambiguity and disconnection from the documentation, user guides and education materials.
Best practice recommendations
Carefully consider the following guiding principles when making the decision on how to best utilize your assets:
Business asset types: Renaming or creating new asset types which match your organization's vocabulary can enhance adoption across your organization.
Data asset types: Retain the OOTB asset types and names.
OOTB asset types: Try not to change the behavior of OOTB asset types, as both present and future product capabilities depend on them. You can add characteristics and relations to OOTB asset types, but be cautious about changing their basic behavior.
Custom asset types: Create custom asset types only when OOTB asset types do not meet your organization's unique concepts and needs.
Topic area
Asset Types
Monitoring this practice
For customers with established production models:
Run the Operating Model Reverse Engineering, or OMRE, on a regular basis to identify the elements in this article.
Contact your Collibra representative to run the Operating Model Diagnostic.
Additional information
For more information, go to Assignments in Collibra's Documentation Center.
Overview of packaged asset types
Collibra | Community
3 months agoRecommendation
Start by understanding the permissions model:
Responsibilities are used to assign a resource role to one or more users and/or user groups. Based on their responsibilities, users can act on the permissions conveyed to them via the resource role.
Impact
Changes in permissions on global roles can affect users’ access to the designated product features as well as impacting your consumption of Standard licenses. Follow the best practices to:
Clarify your users' experience.
Reduce confusion and operating model complexity.
Recommendations
Global roles
Global roles grant permissions on product capabilities globally rather than just to specific resources. Therefore, global roles, as defined out-of-the-box (OOTB), should meet most needs and only be changed for special circumstances. Generally, you should use resource roles to develop particular use cases, these are described below.
Resource roles
When creating resource roles, it’s good practice to start with a list describing all of the roles you envision, outlining their responsibilities and permissions. These definitions should be public within your organization and shared with all users.
Specific resource role names are better than generic ones. For example, “Steward” doesn’t necessarily distinguish between data stewards, business stewards and privacy stewards. Each of these more detailed steward role definitions should then carry a differing set of responsibilities and permissions.
The names of roles should be self-explanatory and unique to avoid multiple roles with the same role name. However, do not create too many roles with minor distinctions between them as this can lead to confusion.
It is best to retain the OOTB resource role names as they are recognized by workflows that call upon them.
Responsibilities should be assigned to roles at the highest possible level, such as at the domain or community-level, rather than asset-level, to make it easier to maintain and assign them.
All domains, communities and assets should have some responsibility assigned to them, whether it is ownership, stewardship or SME. There should always be someone responsible for each asset. This is particularly important where workflows are involved, as they cannot complete if the called upon responsibilities have not been assigned.
A governance best practice is to maintain a hierarchy of assigned roles that describes your escalation process.
Validation criteria
Review Read-only vs Standard licenses in the User area of Settings to match against global roles.
You can also run the Operating Model Diagnostic Report to see the types of roles and the number of people assigned to them. This workflow is available from your Customer Success representative.
Additional information
For more information, go to the following resources:
Collibra | Community
3 months agoApplies to: Design considerations for Domain View-creation
Recommendation
Follow the view design best practice recommendations below to enhance system performance and user experience.
Impact
Areas to focus on
Benefits
Number of columns in a view.
Number of filters in a view.
Number of assets in a view.
Multi-path hierarchies.
Views that span content across communities.
Reduced latency.
Reduced resource utilization.
Improved page refresh time.
Improved user experience.
Best practice recommendations
Views are useful for hiding complexity and joining together assets from multiple communities and domains for a better user experience.
Avoid multi-path hierarchies and more than 50 columns, fields or characteristics when creating views to ensure optimal performance. Use the display name of the driving asset as the first characteristic or column when you enable the hierarchy. If you want to display the characteristics of the related assets, use a hierarchical representation for a better user experience. For more information, go to our Documentation Center.
Use single-path hierarchies for grouping rather than multiple filters or multi-path hierarchies. Avoid using more than 5 filters per view when you are working with hierarchies.
Use a global view instead of a domain view when assets span multiple communities.
The maximum number of recommended assets in a view is 250,000 in order to maintain performance. Create a default view for everyone that maps to your scope assignment with a minimum cardinality of 1, keep in mind that 0 will not display. This ensures that the default view includes all the fields commonly needed by users across all roles.
Topic area
Operating Model → Execution and Monitoring Concepts → Views
Validation criteria
Run the Operating Model Reverse Engineering, or OMRE, on a regular basis to keep an overview of your operating model.
Collibra | Community
3 months agoRecommendation
When performing bulk operations in a workflow, design for the expected asset count to be processed.
Impact
Long running workflows that operate in bulk can have performance implications that affect a variety of other processes and user activity in Collibra.
Can lead to high CPU consumption that impacts the end-user experience of page-load times.
Can cause resource starvation for newly-initiated processes.
As a cloud customer, you may face network latency issues from the heavy traffic of bulk operations.
Can reduce workflow efficiency and enterprise performance.
Recommended action
Use Java APIs within workflows that execute in a job.
Use the respective Java APIs that are designed for bulk activity and processing, these are the Import API and OutputModuleAPI.
Execute bulk processing workflows outside of business hours.
Use the "Asynchronous" in workflow tasks that require bulk processing logic.
Use scripted batching logic so as not to overwhelm an individual API and/or process sets of data all at once.
Do not execute multiple bulk workflow processes at once; segment execution outside of business hours and/or throughout the day.
Do not perform bulk operations in a workflow that is intended to be state/lifecycle oriented.
Validation Criteria
Review the workflow process definintion.
Log info statements to get the asset count during bulk operations.
Additional information
For more information, go to the following resources (requires Collibra login):
Output Module (PDF)
