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 guest user can start the workflow. No
Any signed in 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