Body of Knowledge : Approval Process Design and Implementation

This section is organized as follows:

BPMN Diagram
Step 1: Create a new Activiti project and/or Activiti diagram
Step 2: Change the Identifier, Name and Description of the Process
Step 3: Create a Pool and Lanes
Step 4: Create a Start and End Event
Step 5: Review Definition
Step 6: Rejected Definition
Step 7: Mark as "Under Review"
Step 8: Create Comment Event Sub-Process
Step 9: Provide Comment
Step 10: Store Comment
Step 11: Process Comments
Step 12: Vote For Approval
Step 13: Notify Stakeholders
Step 14: Notify Start User
Step 15: Mark as "Accepted"
Step 16: Notify Stakeholders
Step 17: Notify Start User

Icon

For a walk-through and configuration of this Workflow, we refer to Approval Process Walk Through.

BPMN Diagram

Step 1: Create a new Activiti project and/or Activiti diagram

The creation of a new Activiti project/diagram is explained in the section on Setting Up Your Workflow Design Workbench

Step 2: Change the Identifier, Name and Description of the Process

We refer to the section Designing Your First Workflow From Scratch, subsection "Change the Identifier, Name and Description of the Process" for an explanation on how to change the identifier, name and description. For this case, name the workflow (e.g., the default would be "Approval Process") and give it an identifier (e.g., the default name would be "approvalProcess").

Step 3: Create a Pool and Lanes

We refer to the section Designing Your First Workflow From Scratch, subsection "Defining a Pool and Lanes" for an explanation on how to change the identifier, name and description. Start with all 4 needed lanes:

Start User
Subject Matter Expert
Stakeholder
Steward

Step 4: Create a Start and End Event

Set the properties (of the start event):

Start Event > Properties Tab > Form

Form Properties (Configuration Variables)

Id	Name	Type	Default	Required	Readable	Writeable
smeUserExpression	User expression for the "Subject Matter Expert" lane in the process	string	role(Subject Matter Expert)	false	false	true
stakeholderUserExpression	User expression for the Stakeholder lane in the process	string	role(Stakeholder)	false	false	true
stewardUserExpression	User expression for the Steward lane in the process	string	role(Steward)	false	false	true
voteWarningTimeDuration	Please enter time duration before a voting reminder is send	string	B5D	false	false	true
voteTimeoutDuration	Timeout before voting process is forced to continue	string	B7D	false	false	true
voteCompletionPercentage	Percentage required to vote before completion	long	100	false	false	true
reviewWarningTimeDuration	Time duration before sending reminder in "Review Definion" task	string	B5D	false	false	true
reviewTimeoutDuration	Time before review task is forced to continue	string	B7D	false	false	true
reviewCompletionPercentage	Percentage of users for "Review Definition" that need to complete their task before continuing	long	100	false	false	true
commentTimeoutDuration	ime duration before the comment subprocess is ended	string	B5D	false	false	true
sendVotingActionEmails	Send an action email to users that are required to vote in the process	boolean	false	true	false	true

Icon

For more information about Start and End Events, go to: Designing Your First Workflow From Scratch > Create a Start / End Event

Step 5: Review Definition

Create a Call Activity that will call the Voting Sub-Process:

Icon

For the design of the Voting Sub-Process, go to: Voting Sub-Process Design and Implementation

Set the properties:

Service Call > Properties Tab > Main config

Setting	Value	Description
Called Element	votingSubProcess	This is the Id of the Voting Sub-Process that is being called
Input Parameters	See Below	The variables or expressions that are being passed to the votingSubProcess
Output Parameters	See Below	The output variable from the call activity

Input Parameters: These are expressions and variables that are passed to the Voting Sub-Process

Source	Source expression	Target
	${'Please review the '}${item.getConceptTypeName()}${'.'}	decisionInfo
smeUserExpression		voterUserExpression
reviewCompletionPercentage		votePercentage
	${true}	addComments
	${true}	earlyComplete
reviewWarningTimeDuration		voteWarningTimeDuration
reviewTimeoutDuration		voteTimeoutDuration
	${"Review"}	voteButtonLabel
	${"Review"}	voteTaskName
activityFilter		activityFilter
sendVotingActionEmails		sendActionEmail

Output Parameters:

Source	Source expression	Target	Target expression	Description
votingResult		votingResult		This is the final result of the Voting Sub-Process. It will be true or false

Service Call > Properties Tab > Listeners

Execution Listeners

Listener implementation	Type	Event	Fields
com.collibra.dgc.core.workflow.activiti.listener.SetActivityStreamListener	class	start	See Below

Field name	String value	Expression
startOnStatusChangeFrom	Accepted
resourceTypes	AT

Step 6: Rejected Definition

Create an exclusive gateway and a user task

Set the properties:

Sequence Flow (rejected) > Properties Tab > Main config

Property	Value	Description
Label width	39	The width of the label on the flow
Condition	${!votingResult.votingResult}	This is the result variable from the Voting Subprocess. The "!" means that it is logically opposite, this means that if the "votingResult" variable is "false' then "!votingResult" is true. Therefore the workflow would take this path.

User Task > Properties Tab > Main config

Property	Value	Description
Candidate users	user(${startUser})	This notification will go to the start user
Documentation	Correct the definition after it was rejected by ${users.current}.	The start user will see this description on the yellow task ribbon.

User Task > Properties Tab > Listeners

Listener implementation	Type	Event	Fields
com.collibra.dgc.core.workflow.activiti.listener.SetActivityStreamListener	class	start	See Below

Fields:

Field name	String value	Expression
resourceTypes	CM

Step 7: Mark as "Under Review"

Add a service task to change the status of the Asset that is being approved.

Set the properties:

Sequence Flow (accepted) > Properties Tab > Main config

Property	Value	Description
Label width	45	The width of the label on the flow (accepted)
Condition	${votingResult.votingResult}	This is the result variable from the Voting Sub-Process.

Service Task > Properties Tab >Main config

Property	Value	Description
Type	Java Class	Use Java Class for a delegate task
Service class	com.collibra.dgc.core.workflow.activiti.delegate.StateChanger	This is the StateChanger delegate class
Fields	See Below	These are the inputs for the delegate class

Fields:

Field name	String value	Expression	Description
targetState	00000000-0000-0000-0000-000000005020		This is the UUID of the new state of the asset.

Icon

This method can be found at: <yourCollibraDomain>/docs/index.html > core > Package: com.collibra.dgc.core.component.delegate > Interface: StateChanger

Step 8: Create Comment Event Sub-Process

Create an Event Sub-Process that gets a comment from each stakeholder:

Set the properties:

EventSubProcess > Properties Tab > Multi instance

Property	Value	Description
Sequential	No
Collection	${users.getUserNamesWithError(stakeholderUserExpression)}	This is the List that will be looped through
Element Variable	currentStakeholder	this is the item in the list that will be looped through the event sub-process

Due to the Multi-Instance settings, this Event Sub-Process will run as many times as there are Stakeholders. It allows every Stakeholder to make a comment.

Icon

The getUserNamesWithError() method can be found at: <yourCollibraDomain>/docs/index.html > core > Package: com.collibra.dgc.core.component.bean > Interface: UsersBean

Timer Boundary Event > Properties Tab > Main Config

Property	Value	Description
Cancel activity	true
Time duration	${commentTimeoutDuration}	See configuration variables in Start Event

This Event Sub-Process is complete after all the Stakeholders post a comment or until the timeout duration is reached.

Step 9: Provide Comment

Set the properties:

User Task > Properties Tab > Main Config

Property	Value	Description
Candidate users	user(${currentStakeholder})	Created on the Event Sub-Process Multi instance settings above.
Documentation	Please provide comments.	The Stakeholder will see this description on the yellow task ribbon.

User Task > Properties Tab > Form

Form Properties:

Id	Name	Type	Required	Readable	Writeable	Description
comment	Comment	textarea	true	true	true	The text area to post comment
commentButton	Comment	taskButton	false	true	true	The submit button

Step 10: Store Comment

Set the properties:

Service Task > Properties Tab > Form

Property	Value	Description
Type	Expression
Expression	${commentComponent.addComment(item.id, item.type, comment)}	The expression to add a comment

Icon

The addComment method can be found at: <yourCollibraDomain>/docs/index.html > core >Package: com.collibra.dgc.core.model.comment> Interface: CommentComponent

Step 11: Process Comments

Create a user task that notifies the Subject Matter Expert to view the comments.

Set the properties:

User Task > Properties Tab > Main Config

Property	Value	Description
Candidate users	${smeUserExpression}	See configuration variables
Documentation	Please process the given comments.	Additional text displayed on the yellow task ribbon

User Task > Properties Tab > Listeners

Task Listeners

Listener implementation	Type	Event	Fields
com.collibra.dgc.core.workflow.activiti.listener.SetActivityStreamListener	class	start	See Below

Fields:

Field name	String value	Expression	Description
startTask	comment_provide
resourceTypes	CM

Step 12: Vote For Approval

Create a Call Activity that calls the Voting Sub-Process

Icon

For the design and implementation of the Voting Sub-Process, go to: Voting Sub-Process Design and Implementation

Service Call > Properties Tab > Main config

Setting	Value	Description
Called Element	votingSubProcess	This is the Id of the Voting Sub-Process that is being called
Input Parameters	See Below	The variables or expressions that are being passed to the votingSubProcess
Output Parameters	See Below	The output variable from the call activity

Input Parameters: These are expressions and variables that are passed to the Voting Sub-Process

Source	Source expression	Target
	${"Please vote for the approval of the definition. If you want to reject, please provide a reason for doing so."}	decisionInfo
stewardUserExpression		voterUserExpression
voteCompletionPercentage		votePercentage
	${true}	addComments
	${true}	earlyComplete
voteWarningTimeDuration		voteWarningTimeDuration
voteTimeoutDuration		voteTimeoutDuration
	${"Review/Reject"}	voteButtonLabel
	${"Approve"}	voteTaskName
sendVotingActionEmails		sendActionEmail

Output Parameters:

Source	Source expression	Target	Target expression	Description
votingResult		votingResult		This is the final result of the Voting Sub-Process. It will be true or false

Step 13: Notify Stakeholders

Create a service task that sends out an email to the Stakeholders.

Set the properties:

Sequence Flow (rejected) > Properties Tab > Main config

Property	Value	Description
Label width	39	The width of the label on the flow
Condition	${!votingResult.votingResult}	This is the result variable from the Voting Subprocess. The "!" means that it is logically opposite, this means that if the "votingResult" variable is "false' then "!votingResult" is true. Therefore the workflow would take this path.

Service Task > Properties Tab > Main config

Setting	Value	Description
Service class	com.collibra.dgc.core.workflow.activiti.delegate.MailSender	MailSender Delegate class

Fields:

Field name	String value	Expression	Description
template	rejected		The input for the email template.
mailTo		${stakeholderUserExpression}	The input for the email recipient. It will be the voter.

This Delegate Class can be found at: <yourCollibraDomain>/docs/index.html > core >Package: com.collibra.dgc.core.workflow.activiti.delegate > Interface: MailSender

Icon

For an explanation of using the MailSender Delegate, go to: Designing Your First Workflow From Scratch > Defining a service task that sends and email-notification

Step 14: Notify Start User

Create a service task that sends out an email to the Start User

Service Task > Properties Tab > Main config

Setting	Value	Description
Service class	com.collibra.dgc.core.workflow.activiti.delegate.MailSender	MailSender Delegate class

Fields:

Field name	String value	Expression	Description
template	rejected		The input for the email template.
mailTo		user(${startUser})	The input for the email recipient. It will be the start user

Step 15: Mark as "Accepted"

Create a service task that will change the state of the Asset to Accepted.

Set the properties:

Sequence Flow (accepted) > Properties Tab > Main config

Property	Value	Description
Label width	45	The width of the label on the flow
Condition	${votingResult.votingResult}	This is the result variable from the Voting Sub-Process.

Service Task > Properties Tab > Main Config

Property	Value	Description
Type	Java Class	Use Java Class for a delegate task
Service class	com.collibra.dgc.core.workflow.activiti.delegate.StateChanger	This is the StateChanger delegate class
Fields	See Below	These are the inputs for the delegate class

Fields:

Field name	String value	Expression	Description
targetState	00000000-0000-0000-0000-000000005009		This is the UUID of the new state of the asset.

Step 16: Notify Stakeholders

Create a service task to notify the Stakeholders. Refer to the other "Notify Stakeholders" service task above.

Set the properties:

Service Task > Properties Tab > Main config

Setting	Value	Description
Service class	com.collibra.dgc.core.workflow.activiti.delegate.MailSender	MailSender Delegate class

Fields:

Field name	String value	Expression	Description
template	approved		The input for the email template.
mailTo		${stakeholderUserExpression}	The input for the email recipient. It will be the start user

Step 17: Notify Start User

Create a service task to notify the Start User. Refer to the other "Notify Start User " service task above.

Set the properties:

Service Task > Properties Tab > Main config

Setting	Value	Description
Service class	com.collibra.dgc.core.workflow.activiti.delegate.MailSender	MailSender Delegate class

Fields:

Field name	String value	Expression	Description
template	approved		The input for the email template.
mailTo		user(${startUser})	The input for the email recipient. It will be the start user

Body of Knowledge : Approval Process Design and Implementation

BPMN Diagram

Step 1: Create a new Activiti project and/or Activiti diagram

Step 2: Change the Identifier, Name and Description of the Process

Step 3: Create a Pool and Lanes

Step 4: Create a Start and End Event

Step 5: Review Definition

Step 6: Rejected Definition

Step 7: Mark as "Under Review"

Step 8: Create Comment Event Sub-Process

Step 9: Provide Comment

Step 10: Store Comment

Step 11: Process Comments

Step 12: Vote For Approval

Step 13: Notify Stakeholders

Step 14: Notify Start User

Step 15: Mark as "Accepted"

Step 16: Notify Stakeholders

Step 17: Notify Start User

Attachments: