docs/features/feature-guides/compliance-forms/create-a-form.md
import FeatureAvailability from '@site/src/components/FeatureAvailability';
This guide will walk you through creating and assigning Compliance Forms, including:
:::note Managing Compliance Forms via the DataHub UI is only available in DataHub Cloud. If you are using DataHub Core, please refer to the Compliance Forms API Guide. :::
In order to create, edit, or remove Compliance Forms, you must have the Manage Compliance Forms Platform privilege.
From the navigation bar, head to Govern > Compliance Forms. Click + Create to start building your Form.
<p align="center"> </p>First up, provide the following details:
Name: Select a unique and descriptive name for your Compliance Form that clearly communicates its purpose, such as "PII Certification Q4 2024".
Pro Tip: This name will be displayed to Assignees when they are assigned tasks, so make it clear and detailed to ensure it conveys the intent of the Form effectively.
Description: Craft a concise yet informative description that explains the purpose of the Compliance Form. Include key details such as the importance of the initiative, its objectives, and the expected completion timeline. This helps Assignees understand the context and significance of their role in the process.
Example: "This Compliance Form is designed to ensure all datasets containing PII are reviewed and verified by Q4 2024. Completing this Form is critical for compliance with organizational and regulatory requirements."
Type: Specify the collection type for the Form, based on your compliance requirements:
Completion: The Form is considered complete once all required questions are answered for the selected Assets. We recommend this option for basic requirement completion use cases.
Verification: The Form is considered complete only when all required questions are answered for the selected Assets and an Assignee has explicitly "verified" the responses. We recommend this option when final sign-off by Assignees is necessary, ensuring they acknowledge the accuracy and validity of their responses.
Next, click Add Question to begin building the requirements for your Form.
Next, define the Questions for your Compliance Forms. These are used to collect required information about selected assets, and must be completed by an Assignee in order for the Form to be considered complete.
There are 5 different question types to choose from:
When creating a Question, use a clear and concise Title that is easy for Assignees to understand. In the Description, include additional context or instructions to guide their responses. Both the Title and Description will be visible to Assignees when completing the Form, so make sure to provide any specific hints or details they may need to answer the Question accurately and confidently.
<p align="center"> </p>Now that you have defined the Questions you want Assignees to complete, it's now time to assign the in-scope Assets for this exercise.
In the Assign Assets section, you can easily target the specific set of Assets that are relevant for this Form with the following steps:
For example, you can apply filters to focus on all Snowflake Datasets that are also associated with the Finance Domain. This allows you to break down your compliance initiatives into manageable chunks, so you don't have to go after your entire data ecosystem in one go.
<p align="center"> </p>With the Questions and assigned Assets defined, the next step is to select the Assignees—the Users and/or Groups responsible for completing the Form.
In the Add Recipients section, decide who is responsible for completing the Form:
Additionally, you can configure notification preferences:
After defining the Questions, assigning Assets, and selecting the Assignees, your Form is ready to be published.
Once published:
To publish a Form, simply click Publish.
:::caution Once you have published a Form, you cannot change or add Questions. You can, however, change the set of Assets and/or Assignees for the Form. :::
Not ready for primetime just yet? No worries! You also have the option to Save Draft.
<p align="center"> </p>Does answering a Compliance Form Question update the selected Asset?
Yes! Compliance Forms serve as a powerful tool for gathering and updating key attributes for your mission-critical Data Assets at scale. When a Question is answered, the response directly updates the corresponding attributes of the selected Asset.
How does a Compliance Form interact with existing metadata?
If an Asset already has existing metadata that is also referenced in a Form Question, Assignees will have the option to confirm the existing value, overwrite the value, or append additional details.
You can find more details and examples in the Complete a Form guide.
What is the difference between Completion and Verification Forms?
Both Form types are a way to configure a set of optional and/or required Questions for DataHub users to complete. When using Verification Forms, users will be presented with a final verification step once all required questions have been completed; you can think of this as a final acknowledgment of the accuracy of information submitted.
Can I assign multiple Forms to a single Asset?
You sure can! Please keep in mind that an Asset will only be considered Documented or Verified if all required questions are completed on all assigned Forms.
How will DataHub Users know that a Compliance Form has been assigned to them?
Assignees will be notified in multiple ways:
How do I track the progress of Form completion?
Great question. We are working on Compliance Forms Analytics that will directly show you the progress of your initiative across the selected Assets. Stay tuned!
Now that you have created a DataHub Compliance Form, you're ready to Complete a Compliance Form.