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Hitachi Vantara Lumada and Pentaho Documentation

Manage workflows

Use Lumada Data Catalog workflows to automate and ensure commitment to your business process. With workflows, you can predefine steps and streamline responsibilities for users with specific roles. It also means that a single user cannot make changes without appropriate review, and it acts as a check and balance between different roles in an organization. It allows you to audit the changes, where you can go back in time and see what changes were made.

You can deploy workflows for a business glossary and virtual folders. Workflows are divided into two types: a two-step workflow and a three-step workflow. The two-step workflow involves the author and approver, while a three-step workflow involves the author, reviewer, and approver.

NoteWorkflows will not apply to updates on business terms made using a REST API.

Workflows involve the following roles and permissions:

  • Author:

    A user with permission to manage business term can create a workflow.

  • Reviewer:

    Analyst with Review Workflow permission that can review a workflow. There can be only one reviewer per workflow.

  • Approver:

    Analyst with Approve Workflow permission that can approve a workflow. There can be only one approver per workflow.

Create a workflow

Add the workflow type to initiate the business process for a specific business glossary or virtual folder. You can choose which glossary or virtual folder you want to use to create the workflow. For example, if you have ten different business glossaries or virtual folders, you can choose to create workflows for three out of the ten.

NoteTo add a workflow type, you need to be assigned Configure Workflows role permissions.

Perform the following steps to add a new workflow type:

Procedure

  1. Click Management in the left navigation menu.

    The Manage Your Environment page opens.
  2. Click Define Workflow Types Here.

    The Create Workflow Type page opens.
  3. Enter the following details in the Create Workflow page.

    FieldDescription
    Workflow NameSpecify the name of your workflow. The workflow name can include alphanumeric characters, hyphens, and underscores.
    Workflow StepsSelect the workflow step. Workflows are divided into two types: a two-step workflow and a three-step workflow.

    • Two-step workflow:

      Process includes author and approver.

      • Author:

        Creates, edits, updates, or removes business terms.

      • Approver:

        Another person with applicable permissions to approve the changes made by the author.

    • Three-step workflow:

      Process includes author, reviewer, and approver.

      • Author:

        Creates, edits, updates, or removes business terms.

      • Reviewer:

        Verifies the changes are correct. The reviewer either sends the reviewed changes back to author if further correction is needed or sends it to an approver if no further correction is needed.

      • Approver:

        Another person with applicable permissions to approve the changes made by the author.

    Asset TypesSelect the Business Glossary or Virtual Folder for which you want to initiate the workflow.

    You can select an individual business glossary and virtual folder or all available glossaries and virtual folders.

    Use the Find option to find the specific business glossary and virtual folder to which you want to apply the workflow.

    Reviewer and Approver RolesSpecify the reviewers and approvers roles for your workflow.
  4. Click Create.

Update a workflow

Perform the following steps to update a workflow:

Procedure

  1. Click Management in the left navigation menu.

    The Manage Your Environment page opens.
  2. Click Define Workflow Types Here and navigate to the workflow that you want to edit.

  3. Click the workflow name link or View Details.

    The Update Workflow Type window opens.
  4. Update the desired information, and then click Save.

    NoteYou can only edit the Workflow Name field if the workflow is active.

Delete a workflow

Perform the following steps to delete the workflow:

Procedure

  1. Click Management in the left navigation menu.

    The Manage Your Environment page opens.
  2. Click Define Workflow Types Here and navigate to the workflow that you want to delete.

  3. Select multiple workflows or an individual workflow and click Remove.

    The Delete Workflow window opens.
  4. Enter Yes in the input field, and then click Confirm.