Approval Process description

Roles

Role	Task	Required
Subject Matter Expert	Review definition Process comments	Yes
Stakeholder	Provide comment	Yes
Business Steward	Vote for approval	Yes

Workflow initiator

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

Workflow status transformations

Status	Description
Candidate	The initial status of an asset.
Under Review	The stakeholders are reviewing an asset.
Accepted	The stewards approved an asset definition.

Approval Process walk-through

Diagram

Start the workflow

Press the Approval button on an asset page to start the workflow. You can edit the label of this button on the workflow definition page.

Review the definition

Each subject matter expert reviews the attributes and relations of the asset.

The review button starts a Voting Sub-Process

The subject matter expert is prompted with a dialog box to either approve or reject the changes made to the asset.

The status of the asset changes to Under Review when the subject matter experts vote to approve. If the changes are rejected, the start user is notified to update the asset attributes and the process can be restarted.

Provide comments

After the approval vote, each stakeholder reviews the asset and provides comments.

The stakeholder is prompted with a dialog box to provide comments.

Process comments

Once comments are provided, each subject matter expert reviews the changes.

Vote for approval

In this step of the process, the stewards vote for approval.

The steward is prompted with a dialog box to approve or reject the asset definition.

If you have set the sendVotingActionEmails to true, the stewards also receive an email notification to approve.

If approved, the asset status is set to Accepted and the comments are automatically attached to the asset. The start user and stakeholders are notified by mail of the completion of the process.

If rejected, the start user and stakeholders are notified by mail and the subject matter experts are prompted to review and vote on the new asset again.

Approval Process configuration

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

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
smeUserExpression	User expression for the "Subject Matter Expert" lane in the process	{role(Subject Matter Expert)}
stakeholderUserExpression	User expression for the Stakeholder lane in the process	{role(Stakeholder)}
stewardUserExpression	User expression for the Steward lane in the process	{role(Business Steward)}
reviewTimeoutDuration	Time before review task is forced to continue	B7D
voteTimeoutDuration	Timeout before voting process is forced to continue.	B7D
voteWarningTimeDuration	Please enter time duration before a voting reminder is send.	B5D
reviewWarningTimeDuration	Time duration before sending reminder in "Review Definition" task	B5D
commentTimeoutDuration	Time duration before the comment sub-process is ended	B5D
acceptedStatusId	Accepted Status Id	00000000-0000-0000-0000-000000005009
underReviewStatusId	Under Review Status Id	00000000-0000-0000-0000-000000005020
comment_provideDueDate	The due date expressed in duration for task "comment_provide".	B1M
comment_provideTaskNotificationEnabled	Send notification emails for task "comment_provide".	true
comment_provideEscalationDuration	The escalation time duration for task "comment_provide".	B1M
comment_provideEscalationType	The escalation type for task "comment_provide".	mail
address_commentsDueDate	The due date expressed in duration for task "address_comments".	B1M
address_commentsTaskNotificationEnabled	Send notification emails for task "address_comments".	true
address_commentsEscalationDuration	The escalation time duration for task "address_comments".	B1M
address_commentsEscalationType	The escalation type for task "address_comments".	mail
correct_definitionDueDate	The due date expressed in duration for task "correct_definition".	B1M
correct_definitionTaskNotificationEnabled	Send notification emails for task "correct_definition".	true
correct_definitionEscalationDuration	The escalation time duration for task "correct_definition".	B1M
correct_definitionEscalationType	The escalation type for task "correct_definition".	mail
sendVotingActionEmails	Send an action email to users that are required to vote in the process.	false
voteCompletionPercentage	Percentage required to vote before completion.	100
reviewCompletionPercentage	Percentage of users for "Review Definition" that need to complete their task before continuing	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: 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.

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

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 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