Simple Approval configuration

Access the workflow configuration via SettingsWorkflowsDefinitionsSimple Approval.


This is the main approval process for terms. The subject matter expert starts by reviewing the definition. After that the stakeholders are given an opportunity to provide comments on the given term. The subject matter expert is then given a task to process the comments and the stewards are asked to vote for term approval. The stakeholders are notified of the final outcome.

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
stewardUserExpression User expression for the Steward lane in the process role(Business Steward)
sendVotingActionEmails Send an action email to users that are required to vote in the process false
voteCompletionPercentage Percentage required to vote before completion 100
voteTimeoutDuration Timeout before voting process is forced to continue B7D
stakeholderUserExpression User expression for the Stakeholder lane in the process role(Stakeholder)
voteWarningTimeDuration Duration before a warning is send to vote B5D

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: Simple 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 packaged default value.


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.

This section indicates who can start, stop, or reassign tasks in a workflow. Note, the actual roles acting in the workflow tasks are defined by the lanes in the workflow definition.

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


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