Collaborating on Assessments

Invite internal teammates or external stakeholders to contribute to an assessment — while keeping ownership and final control centralized. Collaborators can edit answers, upload supporting files, use Mira AI, leave notes, and mark their work as done. The assessment owner retains full control over access, permissions, and completion at all times.

When to use collaboration

Collaboration is useful any time completing an assessment requires input from people outside your privacy team:

Vendor assessments — send a security questionnaire directly to a vendor so they can fill in DPA details, certifications, and sub-processor lists themselves, rather than you chasing them over email.
Privacy reviews for new projects — loop in the product manager or data engineer responsible for a new processing activity to complete the data sources and data flow sections, while you retain control of the legal-basis conclusions.
AI Governance assessments — bring in the AI lead or development team to answer technical questions about model behaviour and risk controls, then review and approve their answers before finalising.
DPIA with multiple stakeholders — assign different sections to IT, Legal, and the business unit simultaneously; use notes to flag questions, discuss edge cases, and sign off — all in one place.

Inviting collaborators

Open any assessment → click the Share icon in the top-right corner → enter the collaborator's email address → optionally add a personal message → click Invite.

The collaborator receives an email with a secure login code. They verify their identity, authorize access, and land directly in their collaboration workspace.

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[IMAGE: Invitation email → verify identity screen → authorize app → collaborator workspace]

The assessment owner must be set before inviting collaborators. The owner receives email notifications when collaborators mark their work as done.

The collaborator workspace

Collaborators have a dedicated workspace showing every assessment they've been invited to, grouped into three sections:

Open — assessments actively awaiting their input
Completed — assessments they've marked as done
Expired — assessments where access has been revoked, or the assessment has been completed or deleted by the owner

Collaborators can re-enter any open assessment at any time without a new invite. The workspace shows the requester, other collaborators, and the date each assessment was shared.

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[IMAGE: Collaborator workspace sidebar showing Open/Completed/Expired sections with assessment list]

Editing: how the lock works

Only one person can edit an assessment at a time. When a collaborator clicks Start editing, they take an edit lock — others see a banner saying the assessment is locked and who holds it.

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[IMAGE: Collaborator in edit mode with "You're editing this assessment. Others can't edit it while you're working" banner and Stop editing button]

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[IMAGE: Another user's view showing "Someone is editing this. You'll have to wait for [email protected] to finish" banner]

While in edit mode, collaborators can modify answers and save. When they're done with a session, they click Stop editing to release the lock so others can take over.

Owner override: Assessment owners can take over the edit lock from a collaborator at any time, without waiting for the collaborator to stop editing.

What collaborators can and cannot do

Collaborators can:

Enter and exit edit mode
Modify and save answers
Mark their own work as done (and undo it)
Leave notes and @mention colleagues
Upload supporting files for Mira AI
Use Mira AI to autofill suggestions (if enabled by the owner)

Collaborators cannot:

Add or remove sections or questions from the assessment
Create new custom values, data subjects, or systems
Change the assessment owner, review date, or status
Delete the assessment
Revoke access for themselves or others

Marking work as done

When a collaborator has finished their contribution, they click Mark as done in the response status panel at the bottom-left of the assessment.

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[IMAGE: Assessment view mode with "Your response status: Open" panel and "Mark as done" button]

A confirmation dialog appears — Mark as done & notify sends a notification to the assessment owner that the collaborator has completed their input.

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[IMAGE: "Notify requestor you completed this?" confirmation dialog with "Mark as done & notify" button]

After confirming:

The collaborator's status updates to Completed in the sidebar and in the owner's assessments table
The collaborator retains full access to the assessment — they can still edit, comment, and view
The owner receives an email notification
The collaborator can Undo at any time and mark as done again as many times as needed

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[IMAGE: Post-completion celebratory screen "Hooray, you completed this assessment!" with Continue editing and Undo links, and status showing Completed in sidebar]

Required questions must be answered before marking as done is allowed.

Tracking progress from the owner side

Owners can monitor collaborator progress from the assessments table and from inside each assessment. The Collab. completed column in the table shows how many collaborators have marked their work as done out of the total invited.

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[IMAGE: Assessments table showing Collaborators and Collab. completed columns with "2 done" and "1 shared" indicators]

Inside an assessment, the sidebar shows each collaborator's current status with a checkmark when they've marked as done. Owners can use the Collaborators filter in the left sidebar to quickly find assessments waiting on contributor input.

Revoking access

Only owners can revoke collaborator access — individually per collaborator, or all at once using Remove all in the Share dialog.

When access is revoked:

The collaborator still sees the assessment in their workspace, listed under Expired
They can no longer open, edit, or comment on it
The assessment shows a clear message that access was revoked and by whom

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[IMAGE: Collaborator's expired view showing "You don't have access to this assessment anymore" with name and date of revocation]

When the owner marks an assessment as completed, all active collaborator invitations are revoked automatically and the assessment moves to Expired in every collaborator's workspace.

Notes and @mentions

Notes let owners and collaborators ask questions, flag concerns, and discuss specific answers directly on the question they relate to — keeping all communication in one place instead of scattered across email threads.

Adding a note

Click the note icon next to any question title. A text box appears in the Notes Pane on the right side of the screen. Type your message and click Add Note to save it. Once a note exists on a question, a blue indicator shows the note count on that question's icon.

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[IMAGE: Notes pane open with a note being typed, blue indicator on question icon]

The Notes Pane

Open the Notes Pane in two ways:

Click the chat icon at the top-right of the assessment to see all notes across the assessment, with the most recently active conversations at the top
Click the note icon on a specific question to open the pane filtered to that question only

Each note displays the question reference, the message, the author's email, and the date. Click any note to jump directly to the corresponding question in the assessment.

Notes within a question are sorted chronologically (oldest first). Questions themselves are sorted by most recent activity, so active discussions surface to the top.

Tagging colleagues

Type @ inside a note to bring up a list of all agents and collaborators who have access to the assessment. Select a name to tag them — they'll receive a notification, as will anyone else already in that conversation thread.

Notes for Me

Open the Notes Pane and switch to the Notes for Me tab to filter the list to only notes where you've been tagged. Useful when you're a collaborator on multiple assessments and need to quickly find what needs your attention.

Deleting a note

Find the note in the Notes Pane and click Dismiss. Deletion is permanent — the note is removed for everyone with access and the note count updates immediately.

Mira AI for collaborators

If the assessment owner has enabled Mira AI for collaborators, collaborators can run Mira, upload supporting files, and accept or reject suggestions — the same way an owner would. See the Autofill Assessments with Mira AI article for details.