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Complete a DataHub Compliance Form

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Self-Hosted DataHub
DataHub Cloud

This guide provides an example of completing a Compliance Form, covering:

  1. Accessing a Form from an Asset Page or the DataHub Cloud Task Center
  2. Completing a Form for a single Asset or multiple Assets (DataHub Cloud only)
  3. Understanding different Form Question completion states

The example uses the Governance Initiative 2024, a Verification Form with 3 Required Questions:

Sample Compliance Form

Accessing a Compliance Form​

Once you have been assigned to complete a Compliance Form, you will see a Complete Documentation or Complete Verification option on the right-hand side of an Asset Page:

Open Compliance Form from Asset Page

DataHub Cloud users can find all outstanding Compliance Form requests by navigating to the Task Center:

Open Compliance Form from Task Center

Completing a Form for a Single Asset​

When filling out a Compliance Form for a single Asset, you'll see a list of Questions tailored to that Asset, with clear labels showing which ones are required. Here's how it works:

  • Question Details: Each Question specifies if it's required or optional. Required Questions must be completed to submit the Form.
  • Pre-Populated Metadata: If metadata already exists for a Question, it will appear pre-filled. You can confirm the existing value or make updates as needed.
  • Assignee Contributions: If another Assignee has already provided a response, their name and the time of submission will be displayed. This gives you visibility into previous input, though you can still update the response.
tip

For Verification Forms, after addressing all required Questions, you'll be prompted to provide final sign-off. This ensures all responses are complete and accurate, marking the Form ready for submission.

Once you complete all required responses, the sidebar will update with the status of the Asset:

  • Documented: All required Questions are completed, Verification is not needed
  • Verified: All required Questions are completed and Verified

Here's what the Governance Initiative 2024 Verification Form looks like for dogs_in_movies after responding to all Required Questions:

Asset Ready to Verify

And here's the dogs_in_movies sidebar after Verifying all responses:

Asset is Verified

To continue working through the Compliance Forms assigned to you, use the navigation arrows located in the top-right corner. These arrows will take you to the next Asset that is still pending Form completion or Verification. Only Assets that require action will appear in this flow, allowing you to focus on the remaining tasks without unnecessary steps.

Completing a Form Question for Multiple Assets​

When you want to provide the same response for a question to multiple assets, you can apply it in bulk by selecting the By Question option in the top-right corner. This allows you to navigate through the Form question-by-question and apply the same response to multiple assets.

note

Completing Form Questions for multiple Assets is only supported for DataHub Cloud.

Example: Applying a Response in Bulk​

Let's look at an example:

  1. Filter Assets: Filter down to all datasets in the DEMO_DB Snowflake schema.
  2. Set a Response: For the selected question, provide a response. In this case, we'll set the Deletion Date to be 2024-12-31.
  3. Apply to All Selected Assets: Use the bulk application feature to apply this response to all filtered assets.

Apply Response to Multiple Assets

After setting the response, toggle through each question, providing the necessary responses to combinations of assets.

Verification for Multiple Assets​

For Verification Forms, as you complete responses, you will see the number of assets eligible for Verification in the top-right corner. This makes it easy to track which assets have met the requirements.

Multiple Assets ready to Verify

When you are ready to bulk Verify assets, you will be prompted to confirm that all responses are complete and accurate before proceeding.

Final Bulk Verification

Switching Between Views​

You can easily toggle between the Complete By Asset and Complete By Question views as needed, ensuring flexibility while completing and verifying the Compliance Forms.

Understanding Different Form Question Completion States​

When completing a Compliance Form, you may encounter various types of questions, each with unique completion states based on existing metadata or prior user responses. This section highlights these scenarios to help you understand how questions can be answered, confirmed, or updated during the process.

1. What is the primary use case for this asset?

This required Question is asking the Assignee to provide Documentation on how the Asset should be used. Note that there is no text populated in the description, meaning the Asset does not have any documentation at all.

Sample Compliance Form

2. When will this asset be deleted?

You may notice that this question has a pre-populated value. When metadata has been populated from a source outside of a Form, users will have the option to update and save the value, or, simply Confirm that the value is accurate.

Sample Compliance Form

3. Who is the Data Steward of this Asset?

Here's an example where a different Form Assignee has already provided an answer through the Compliance Form 3 days ago. All Assignees will still have the option to update the response, but this allows users to see how other Form Assignees have already answered the questions.

Sample Compliance Form

FAQ and Troubleshooting​

Why can't I complete a Compliance Form for an Asset?

Forms can be assigned to Asset Owners, specific DataHub Users, or a combination of the two. Please confirm with the Form author that your DataHub user is in-scope for the Form.