Created by joey.hambuchen, last modified by pieter on May 26, 2014

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For the design and implementation of this workflow, go to Approval Process Design and Implementation.

Description

The Approval Process is a Workflow Definition that allows a for the approval of an Asset in Data Governance Center. This is a more feature rich version of the Simple Approval Process.

Which roles are involved?

RoleTaskRequired
Subject Matter Expert
  • Review Definition
  • Process Comments
Yes
Stakeholder
  • Provide Comment
Yes
Steward
  • Vote for Approval
Yes

Who can start the workflow?

Out of the box, there are no users that can start the workflow. Configuration is discussed later.

What status transformations happen in this workflow?

StatusDescription
CandidateThe initial status of the asset
Under ReviewStatus after being positively reviewed by the Subject Matter Experts
AcceptedStatus after being positively voted for approval by the Stewards

Walk Through

BPMN Diagram

Start the Workflow

This Workflow is started when a user presses the Approval button on an Asset.

Review Definition

 

Next, each Subject Matter Expert reviews the Asset's attributes and relations.

Clicking the review button will start a Voting Sub-Process.

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For a walkthrough of the Voting Sub-Process go to: Voting Sub-Process Walk-Through

The Subject Matter Expert is prompted with a form to either "Approve" or "Reject" the definition.

Status Change

After the Subject Matter Experts vote to accept the definition, the status is updated to Under Review.

Alternate Path

If the Subject Matter Experts vote to reject the definition. The start user will be notified to correct the definition. After correction of the definition, the Subject Matter Experts can vote again.

Provide Comments

Next, each Stakeholder reviews the asset and provides comments.

Starting the task will prompt the following form for the Stakeholders to post their comments:

 

Process Comments

Next, the Subject Matter Expert is prompted to acknowledge the comments posted by the Stakeholders.

 

Vote for Approval

Next, the Stewards vote for approval.

Starting the task will prompt the following form for the Stewards to post their comments:

If you have set form property "sendVotingActionEmails" to true, then the users with the resource role "Steward" will also receive an invittion to execute email via email without the need to log in.

Clicking on either of the buttons in the mail will generate a reply email in which the steward can add additional comments.

After sending the email, the status of the term will be set to "Accepted" and the comments will be automatically attached to the term.

Status Change

After the Stewards vote to accept the asset, the status is updated to Accepted.

Alternate Path

If the Stewards vote to reject the new asset. The Start User and Stakeholders will be notified with an email. The Subject Matter Experts are then prompted to review and vote on the new asset again.

Notify Stakeholders and Start User

Finally, the Stakeholders and Start User are notified of the completion of  the Approval Process with an email notification.

Configuration

Settings > Workflows > Definitions > Approval Process

Applies To

This Workflow Definition applies at the Asset level and for specific asset types

Settings > Workflows > Definitions > Approval Process > Applies To

Applies To: Asset

Asset TypeWithinDescription
Business Assetby default the applicability of the Workflow is not restricted to specific communities or domains





also includes sub-types Business Term and Acronym
Data Asset 
Governance Asset 

Snapshot

 

Snapshot Configuration

 
Technology Asset 
Workflow Definition 
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Remember that the rules of Asset Type inheritance apply when selecting the Asset Types. Therefore Business Term is would be applicable for this workflow because it is a type of Business Asset.

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For more information about this section, go to: Managing Workflows > Configuring > Applies To

Configuration Variables

The Configuration Variables can be edited directly from the settings page.

Settings > Workflows > Definitions > Approval Process > Variables

Clicking on the edit button on the top-right gives more explanation on the meaning of the variables:

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For more information about this section, go to: Managing Workflows > Configuring > Configuration Variables

Start Label

The start label is configured in the upper right corner of the page.This is the label that is shown to the users when they are allowed to start the workflow. The name can be changed by pressing the Edit button and filling in a new label.

Settings > Workflows > Definitions > Approval Process > Start Label

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For more information about this section, go to: Managing Workflows >Configuring > Start Label

Start Events

There are currently no start events for this Workflow Definition. It would be possible to automatically start it with the creation of an Asset.

Settings > Workflows > Definitions > Approval Process > Start Events

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For more information about this section, go to: Managing Workflows > Configuring > Start Events

Roles

There are currently no roles assigned. Roles need to be configured for the workflow to work

 

Settings > Workflows > Definitions > Approval Process > Roles

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For more information about this section, go to: Managing Workflows > Configuring > Roles

Other

There is currently no users assigned in this section either.

 

Settings > Workflows > Definitions > Approval Process > Other

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For more information about this section, go to: Managing Workflows > Configuring > Other

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