Request Data Sets Access description

Roles

Role	Task	Required
Requester	Start the workflow.	Yes
Owner	Approve the request for each data set or report element. Provide access to the data set elements in case no technical stewards are defined.	Yes
Technical Steward	Provide access to the data set elements.	Yes

Workflow initiator

Any signed in user can start the workflow.

Workflow status transformations

Status	Description
Invalid	The initial status of a data usage asset.
Approval Pending	The approvers are voting for the approval of a data usage request.
Accepted	The technical stewards are granting the requested access.
Access Granted	The requester has been granted access to the requested resources.
Rejected	The approvers rejected the data usage request.

Request Data Sets Access walk-through

Diagram

Start the workflow

You start the workflow when you request access to data by checking out the data basket.

Asset management

Each access request is created as a Data Usage asset type. The workflow calculates the name of the asset by combining the creation date with a sequential number for that day: 2019-09-30 #1 and sets the asset characteristics according to the data submitted through the start form. The user who started the workflow receives the Requester role.

Preparation

The workflow checks the integrity of the checked out resources:

• The data sets exist and that they contain at least one data element.
• Each data element and each report have an owner.

This workflow accepts by default only data sets that contain column attributes.

The workflow ends if the resources are not valid.

Based on the owners of the resources, the workflow assembles a list of approvers.

Voting

The approvers are asked to approve or reject the access request. During this stage, the data usage asset is in Approval Pending status.

Voting is handled by the Voting Sub-Process workflow and you can tweak it by changing the values of the voting related Configuration variables

If the voting result is negative, the data usage asset marked as Rejected, the requester receives an email notification and the workflow ends.

When the voting result is positive, the data usage asset is marked as Accepted and the workflow moves to the next stage.

Granting access

For each data set element, the workflow identifies the technical stewards and prompts them to grant the requesting user access to that resource outside Collibra Data Intelligence Platform. If some data set elements do not have technical stewards assigned, the same task is presented to the owners. Owners that do not have the external system permissions to grant access to the requester can reassign the task. Once they have granted access, the assignees must complete the task by clicking the Done button.

The data usage asset is marked as Access Granted.

The requester is assigned a Data Analyst Level 2 role for each data set, data set element and report, in Collibra and is notified via email of the successful completion of the request.

Request Data Sets Access configuration

Access the workflow configuration via Settings → Workflows → Definitions → Request Data Sets Access.

Description

Use this flow to request access to all assets referenced in this shopping cart. The owners of the related data will have to approve the request.

Applies to

This workflow applies to the following asset types:

Asset type	Restriction	Remark
Data Usage	None	None

Configuration variables

You can edit the configuration variables directly from the workflow definition page by clicking in the upper-right corner of the variables table.

Variable	Description	Default value
dataUsageName	Please give your data usage request a name.	data usage name
voteTimeoutDuration	Timeout before voting process is forced to continue.	P1M
voteWarningTimeDuration	Please enter time duration before a voting reminder is send.	B5D
sendVotingActionEmails	Send an action email to users that are required to vote in the process.	true
voteCompletionPercentage	Percentage required to vote before completion.	100

Start label

The start label is the name of the workflow when it is visible as a button on a resource page or in the drop-down list when you add it as a button on a dashboard. You can find the Start Label section in the upper-right corner of the workflow definition page.

Default value: Requests Assets Access

Click Edit to edit the label.

Start Event

A start event is an event that triggers the workflow, for example starting the workflow when an asset is created.

There is no packaged default value.

Click Edit to edit the start event list.

Roles

The roles define the permissions to manage the workflow. For example, if a certain tasks must be urgently executed but the responsible person is on sick leave, a user with the defined role can reassign that task to somebody else.

Action	Roles
Start workflow The button with the start label is available to users with these roles.	There is no packaged default value.
Stop workflow The option to cancel the workflow is available to users with these roles.	There is no packaged default value.
Reassign tasks The option to reassign the task is available to users with these roles.	There is no packaged default value.

Other

The settings in this section define global restrictions that apply to the workflow such as:

• Accessibility to guest or logged in users.
• Checking that the roles required by the workflow are not empty.
• Preventing the same worflow or other workflows from running on the same resource.
• Making the workflow available to be added to a dashboard.

Setting	Enabled
Any guest user can start the workflow.	No
Any signed in user can start the workflow.	Yes
Perform candidate user check on workflow start.	Yes
This workflow can only run once at the same time on a specific resource.	Yes
Lock resource.	No
Show in global create.	No