Voting Sub-Process instructions

The Voting Sub-Process is not a standalone workflow and you use it as part of a parent workflow. The configuration of this out-of-the-box workflow is different from the rest because you define how the sub-process works through the parent workflow.

The voting process collects approval and rejection votes from a predefined list of users. Each of the users defined in voterUserExpression is assigned a voting task that expires after the voteTimeoutDuration limit. The outcome stored in the votingSuccess variable depends on whether the approval votes meet the required votePercentage threshold. This is as a percentage of the total number of voters. If earlyComplete is enabled, voting stops as soon as the result becomes mathematically certain. Otherwise the voting continues until everybody voted or the voting tasks expire.

Voting Sub-Process start form variables

The following process variables are available for the Voting Sub-Process:

Id	Name	Type	Default	Required	Readable	Writable
decisionInfo	Decision Info	string		true	true	true
voterUserExpression	The user expression resulting to users required to vote	string		true	true	true
votePercentage	The percentage of voters that are needed to approve (%)	long	50	true	true	true
voteWarningTimeDuration	Time duration before a warning mail is send to vote	string	B3D	true	true	true
voteTimeoutDuration	Time duration before the voting is stopped and the process continued	string	B5D	true	true	true
addComments	Add voting comments to resource	boolean	false	true	true	true
addCommentsToParent	Provide the id if you want comments to be added to a parent comment	string		false	true	true
earlyComplete	Stop voting if votingPercentage is impossible to reach	boolean	false	true	true	true
voteTaskName	The name of the actual voting task	string		true	true	true
sendActionEmail	Send a mail to the users allowing completing the vote by sending a email	boolean	false	false	true	true
resultTemplate	Email template for sending voting result	string	result	false	true	true
reminderTemplate	Email template for sending voting reminder	string	reminder	false	true	true
names	Email Template Names	string	resultTemplate,reminderTemplate	true	false	true
defaults	Defaults	string	result,reminder	true	false	true

Most of the process variables are required. You must provide a value for all required variables when calling the Voting Sub-Process from the parent workflow because the workflow cannot use the defaults, except for names and defaults, which you can configure on the workflow definition page in Collibra.

Call the Voting Sub-Process workflow

To use the Voting Sub-Process, edit the parent workflow with the Workflow Designer and add a Call activity to your diagram where you would like the voting to happen. Edit the properties of the call activity to set the values of the required process variables:

• In the Process reference field, link to the Voting Sub-Process.

  The out-of-the-box key of the Voting Sub-Process is votingSubProcess.

• Create nine new In variable mappings that have each one of the required process variables as Target variables.
• Provide a value for the variables:
  • Use parent workflow variables in the Source variable field.
  • Use expressions in the Source Expression field.

    Expressions are always written as ${ }.

  Source variable	Source expression	Target variable
  approverUserExpression		voterUserExpression
  	${false}	addComments
  	${"Approve"}	voteTaskName

You can call the Voting Sub-Process multiple times in the same parent workflow.

Although the Voting Sub-Process is restricted to assets, you can use it in a parent workflow that has other or no restrictions. Voters can only add comments when the parent workflow refers to a community, domain or asset, but the voting can work without comments even as part of a global workflow.

Voting Sub-Process results

The main output of the Voting Sub-Process is the boolean process variable, votingSuccess. In the Variable mapping section of the call activity, add a new Out mapping, where the Source variable is votingSuccess and the Target variable is a process variable of the parent workflow. You can then use the value of that variable to route the parent workflow based on the outcome of the voting.

You can map any additional process variables of the Voting Sub-Process to an output variable such as:

• votingResult: a list of arrays containing the names the approval statuses and the comments of the participants.

  [[name:John, approved:true, comment:Approved by Data Steward], [name:Mary, approved:false, comment:]]

• voters: a list of the names of all the voters.

  [John, Mary, Anita]