One way to set up a workflow to certify business assets is by using the Request Certification workflow trigger. This allows users to request certification of an asset from an asset's detail page.
- A new asset is added to the business glossary, and the required metadata has been added.
- The item is in Draft status (the status was applied by a separate workflow).
- A data steward starts the certification workflow for the item by clicking the Request Certification button in the summary bar at the top of the item's detail page.Note: The Request Certification process can only be initiated on an asset when the item is in Draft status and a certification workflow has been created.
- The item is routed to the responsible party for review and certification. The relevant owners of the asset will receive an email notification with a link to a form requesting their approval.
- The approvers certify that the asset is fit for use by the organization.
- Once the item has been reviewed and approved, a certification status is applied to the asset to inform users that the item has been reviewed and that all governance criteria and responsibilities are populated within the glossary.
Prerequisites:
- The asset must have a field called "Status".
- The API name must also be "Status".
- The Status field must be a list field which contains the following three statuses: Draft, Under Review and Certified.
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Build your certification workflow by dragging the relevant activities from the left of the screen onto the editing area. To connect the workflow activities, click and drag from a point on one activity to connect it to a point on the next. If you need to go back and delete a connection, select the connection that you want to remove, then press the Delete key.
In this example, we will use the following activities to build a certification workflow:
- Start
- Field Change
- Form
- Field Change
- Finish
Tip: In a certification workflow, items typically move from Under Review to Certified once a reviewer has approved the action. It is assumed that the items are initially in Draft status. The Draft status can be applied to items via a separate workflow. The Request Certification process can only be initiated on an asset when the item is in Draft status and a certification workflow has been created. So it might be that you have two separate workflows, for example, one where an asset status is changed to Draft when it is newly added to the system, and then a second where the item goes through the certification process.
Step Workflow activity Description 1 Start Marks the entry into the workflow. 2 Field Change - "Under Review" Select the Field Change activity, then click the Edit tab and configure the properties as follows:
3 Form Provides a custom form that is inserted into the workflow giving a reviewer the opportunity to certify, see Setting up a form.
In this example, the form would include one boolean value that allows the reviewer to certify or reject the action.
4 Field Change - "Certified" Select the Field Change activity, then click the Edit tab and configure the properties as follows:
5 Finish Marks the successful completion of the workflow. When a certification workflow has been set up, an orange (Under Review) or green (Certified) colored icon is displayed next to the edit icon on the asset list to indicate the status of the item.
If an item has been assigned the Draft status as part of a separate workflow, a gray icon is displayed next to the edit icon on the asset list.
On an asset detail page, the status is displayed at the top of the page, together with the asset name and score.
If a certification workflow has been established (using the Request Certification workflow trigger), users can click the Request Certification button at the top of an asset detail page for items in Draft status to initiate the certification workflow.
Note: An item can only be added to the Draft status if it has a custom list field named "Status" with the values Draft, Under Review and Certified.Tip: You can create Responsibility Rules to enable you to restrict who can see items that are in a certain status, see Assigning users or groups to responsibilities.