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Workflow Requirements

You may assign workflow to a model using the configuration manager, as shown below or the repository manager.

Creating a glossary is just of an example of the process of creating a custom model. In this case it is based upon the Glossary model type. As it is a custom model, you may customize it.

Steps

  1. Sign in as a user with at least the Metadata Management capability object role assignment on the Configuration you are in.

  2. Go to MANAGE > Configuration in the banner.

  3. Click to model you wish to assign workflow to

  4. Click the Workflow tab.

  5. Pick the subset of the workflow you wish to enable.

Example

Sign in as Administrator. go to MANAGE > Configuration and click the Finance Glossary.

Models which may be included in a workflow, like a glossary, you also see the Workflow tab where you may turn on workflow and specify workflow options.

Click the Workflow tab and check the box to enable workflow.

Click YES.

Then pick the particular subsets of the workflow process you wish to enable/disable.

Assign Workflow Responsibilities

A user with the Workflow Management capability object role assignment can enable the workflow and assign the following workflow object roles to glossary objects:

  • Workflow Editor

  • Workflow Reviewer

  • Workflow Approver

  • Workflow Publisher

Object roles may have one or more of these workflow capabilities, and these workflow object roles can be assigned as responsibilities which apply to all objects in a glossary (or other custom model).

The workflow process applies to changes to objects in the glossary and their associations.

Editor Workflow Object Role

The Editor is responsible for creating, revising and shepherding objects through the approval process. The Editor can import objects into the a custom model or create them manually, or re-import an imported model. New custom model objects start in the Draft status. The workflow can allow any user to propose an object in a custom model. A proposed object starts in the Candidate status. The Editor can accept the object by promoting it to Draft or deleting it. The user who created the object can edit and delete it as long as it is Candidate.

When the approval activity is disabled, the Editor is solely responsible for the objects' workflow. In this case, the Editor takes on the Publisher's responsibilities and can publish objects when the Editor deems ready.

Reviewer Workflow Object Role

The Reviewer is a subject matter expert (SME) responsible for assessing and commenting on assets under development. The Reviewer can list assets assigned to him/her for the review and comment, endorse or dismiss them individually. Each of the assets offers the Reviewer the Comment, Recommend for Approval and Request Change buttons. Pressing the buttons allows the user to explain the decision with a comment.

The Request Change action sends the asset back to Draft. The Editor is responsible for implementing requested changes or providing clarifications and re-submitting the asset for review again. The review is an iterative activity.

Approver Workflow object role

The Approver is an accountable decision maker who is responsible for rejecting or approving new assets of changes to published assets. The Approve action advances the asset to the Approved status. The Reject action returns the asset to the Draft status.

The approval activity is a part of the workflow process by default. The Administrator can disable it by setting the Allow approval of objects flag to No.

Publisher Workflow object role

The Publisher is an accountable decision maker who is responsible for publishing assets.

Please see more details here.

When workflow is enabled you can still make multiple changes to different glossary objects and publish all changes at once or groups of changes at a time.

When the workflow is not enabled all changes made are immediately visible to all users. With proper permissions, you can change an object by editing its attributes (e.g. description) and adding/removing its relationships (e.g. contains).

Steps

  1. Sign in as a user who has Workflow Management capability object role assignment for the glossary you wish to assign workflow object roles.

  2. Navigate to the glossary.

  3. Go to the Responsibilities tab.

  4. Click ADD ROLE.

  5. Select the object role to assign.

  6. Select the users and groups to be assigned the responsibility.

  7. Click OK.

Example

Sign in as Administrator and go to MANAGE > Configuration. Select the Workflow Example Glossary. Go to the Responsibilities tab.

Select Workflow Editor.

Select the Glossary Editors group.

Click OK. Then SAVE.

Now, also assign these responsibilities combinations to the same glossary:

  • WORKFLOW REVIEWER <> Glossary Reviewers

  • WORKGLOW APPROVER <> Glossary Approvers

  • WORKFLOW PUBLISHER <> Glossary Publisher.