Assignments are tasks that are assigned to you as a result of a workflow step. The Assignments page allows you to view a list of all assignments, or you can filter the list to show only your outstanding assignments.
A workflow is a set of steps that can be applied to an asset to control how the item is managed within the business glossary. When you are working with existing assets, or proposing new assets to be added to the glossary, you will follow the workflow steps set out by your organization's governance program. For example, a workflow may be set up so that when you edit a business term, a specific user or administrator is sent a form to approve the change.
From the navigation bar on the left of the screen, click Assignments.
The All Assignments grid includes these details:
- Workflow Name - The name of the workflow.
- Associated With - The name of the asset that the workflow is based on.
- Object Type - The item type that the workflow relates to, for example Asset or Relationship.
- Initiator - The name of the person who started the workflow.
- Initiated - Date (or time if today) when the workflow was started.
- Assignee - The names of the assignees. If there are more than two assignees, hover over the usernames to see the full list.
- Status - The status of the workflow, Pending or Complete.
You can type in the Search box to locate a specific assignment, or you can apply filters to customize the list that is displayed. For example, you can create a "to-do list" by using the Assignee and Status filters to see only the workflows that are assigned to you that are in the Pending status.
To view the complete and incomplete steps of a workflow, click workflow name to open the Assignment Progress and Information page. You can click any step to see detailed Step Information in the side panel. If there is an incomplete form that is waiting for a response from you, you can click to Complete the Assignment. Click Show Workflow Diagram and Details to see information about the configuration of the workflow and the workflow diagram.
You can click the links in the General section to see additional workflow information in the side panel. For example, Asset Information is displayed after clicking an asset name from the Associated with list. A Request section is displayed if the workflow was initiated with a Take Action button.
Assignments by workflow version
From the navigation bar on the left of the screen, click Assignments, then click the By Workflow Version tab.
The By Workflow Version tab lists workflow versions that have generated assignments, sorted alphabetically by Workflow Name and then by descending Version number. The first entry in the list is automatically selected. Outstanding Assignments lists the count and status of any pending assignments on the workflow version. If the assignment is on a form step and is awaiting its assignee’s action it shows as Awaiting, otherwise it shows as Incomplete.
The Assignments on Workflow Version side panel contains basic workflow version information and the workflow diagram. If there are any outstanding assignments on the workflow, the steps that the assignments are on have a counter on them, which shows the number of assignments on the step.
You can click a step to see Pending Assignments, or to see Activity Information which includes information about the configuration of the step.
The numbers that might display in the bottom right corner of a step represent how many workflow instances have completed that particular step.