Simple Approval description

Roles

Role	Task	Required
Business Steward	Vote for approval	Yes
Stakeholder	None	No

Workflow initiator

• Community Manager
• Business Steward

Workflow status transformations

Approved assets have the Accepted status.

Simple Approval walk-through

Diagram

Start the workflow

The workflow starts when a community manager or business steward presses the Simple Approval button on an asset page. You can edit the label of this button on the workflow definition page.

Vote for approval

The business stewards are prompted to vote for approval.

Result

If the outcome of the vote is positive, the status of the asset is changed to Accepted and the stakeholders and the user who started the workflow are notified. If the outcome is negative, the user who started the workflow is notified.

Simple Approval configuration

Access the workflow configuration via Settings → Workflows → Definitions → Simple Approval.

Description

This is the main approval process for terms. The subject matter expert starts by reviewing the definition. After that the stakeholders are given an opportunity to provide comments on the given term. The subject matter expert is then given a task to process the comments and the stewards are asked to vote for term approval. The stakeholders are notified of the final outcome.

Applies to

This workflow applies to the following asset types:

Asset type	Restriction	Remark
Business Asset	None	None
Data Asset	None	None
Governance Asset	None	None
Technology Asset	None	None
Workflow Definition	None	None

When you select a parent asset type, it includes all of its children. For example, if you select Business Asset, the workflow also applies to Business Term because it is a type of Business Asset.

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
stewardUserExpression	User expression for the Steward lane in the process	role(Business Steward)
sendVotingActionEmails	Send an action email to users that are required to vote in the process	false
voteCompletionPercentage	Percentage required to vote before completion	100
voteTimeoutDuration	Timeout before voting process is forced to continue	B7D
stakeholderUserExpression	User expression for the Stakeholder lane in the process	role(Stakeholder)
voteWarningTimeDuration	Duration before a warning is send to vote	B5D

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: Simple Approval

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 out-of-the-box default value.

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.

This section indicates who can start, stop, or reassign tasks in a workflow. Note, the actual roles acting in the workflow tasks are defined by the lanes in the workflow definition.

Action	Roles
Start workflow The button with the start label is available to users with these roles.	Community Manager Business Steward
Stop workflow The option to cancel the workflow is available to users with these roles.	Community Manager Business Steward
Reassign tasks The option to reassign the task is available to users with these roles.	Community Manager Business Steward

Others

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 user can start the workflow.	No
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