Approval Process

The Approval Process workflow allows you to approve an asset in Collibra. This is a more powerful version of the Simple Approval Process.

Roles

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

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.

Start the workflow

Select Actions → Approval 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 as part of a Voting Sub-Process

The subject matter experts receive a task 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 stakeholders receive a task 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 stewards receive a task 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.