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 an action item on a resource page or 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 An action item 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.	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