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Hitachi Vantara Lumada and Pentaho Documentation

Using Workflows

After a workflow is deployed, any changes made to the business terms and entities must go through the workflow process. The workflow process includes initiating, approving, and reviewing. This process depends on the workflow type that was selected when the workflow was created. For more information on workflow types, creating the workflow, and roles involved in the workflow, see Manage workflows.

To work with business glossaries workflow, see Working with business glossaries workflow.

To work with virtual folder workflow, see Working with virtual folders workflow.

Working with business glossaries workflows

The workflow process for business glossaries includes initiation, review, and approval.

Initiate the business glossary workflow

After a workflow is created, you can initiate the process of reviews and approvals.

Perform the following steps to initiate the workflow:

Procedure

  1. Click Glossary in the left navigation menu.

    The Business Glossary page opens.
  2. Select the business glossary for which the workflow is deployed. The workflow is initiated after you perform any of the following actions: edit a term, create a new term, delete a term, use as seed or do not use as seed.

    After you make changes, the Unsaved Draft option is displayed below Actions.
  3. Click Save Draft.

    The status changes to Draft below Actions.The author of the workflow can delete the workflow while it is in Draft using the Discard Workflow option.
  4. Select Send for Review or click Initiate Workflow.

    The New Workflow Item window opens.
  5. Enter the description and assign Approver and Reviewer or Approver. You see the Approver and Reviewer or Approver option, depending on the Workflow Steps selected when the Workflow Type was created.

  6. Click Create.

    The status of the term changes to In Review or To Approve. Notification is sent to the Reviewer or Approver.
    NoteIf you make any changes to the existing term after initiating the workflow, then you must follow the workflow process. During the workflow process, if the approver rejects the new changes, then the previous value is restored.

Review the business glossary workflow

As a reviewer, you are responsible for reviewing the changes and ensuring they are correct. You then send these reviewed changes back to the author if further correction is needed or to a designated approver to approve the changes.

A notification is generated for the reviewer whenever an author submits the business term for review.

Perform the following steps to review the workflow:

Procedure

  1. Click the Notification icon to view a list of your notifications.

  2. To navigate to the business term, perform one of the following actions:

    • Click the notification. It will take you to the asset.
    • Navigate to the Workflow Items, select Assigned To Me, and then click More Actions and select View Workflow Details or Go to Asset.
  3. Review the changes and perform the required action: Accept, Reject, or Send back. You can perform these actions in the following ways:

    • On the Workflow Items page, select View Workflow Details.
    • On the Business Glossary page, click Accept, Reject, or Send back.
    • Click In Review option below the Actions.
    • On the Business Glossary page, in the Workflow section, click View Workflow Details or View Changes.

Approve the business glossary workflow

As an approver, you are responsible for making sure that the changes are correct and for approving the changes.

A notification is generated for the approver whenever an author or reviewer submits the business term for approval.

Perform the following steps to approve the workflow:

Procedure

  1. Click the Notification icon to view a list of your notifications.

  2. To navigate to the business term, perform one of the following:

    • Click the notification. It will take you to the asset.
    • Navigate to the Workflow Items, select Assigned To Me, and then click More Actions and select View Workflow Details or Go to Asset.
  3. Review the changes and perform the required action: Accept, Reject, or Send back. You can perform these actions in the following ways:

    • On the Workflow Items page, select View Workflow Details.
    • On the Business Glossary page, click Accept, Reject, or Send back.
    • Click In Review option below the Actions.
    • On the Business Glossary page, in the Workflow section, click View Workflow Details or View Changes.

Working with virtual folders workflow

The workflow process for virtual folders includes initiation, review, and approval.

Initiate a virtual folder workflow

After a workflow is created, you can initiate the process of reviews and approvals.

Perform the following steps to initiate the workflow:

Procedure

  1. Click Data Canvas in the left navigation menu.

    The Explore Your Data page opens.
  2. Select the existing resource-level or field-level term from the virtual folder for which the workflow is deployed. The workflow is initiated after you perform any of the following actions:

    • Add or edit the description of the resource-level or field-level term.
    • Associate the business term with the resource-level or field-level term.
    • Remove the associated business term from the resource-level or field-level term.
    • Edit custom properties at the resource-level term.
    After you make changes, the Unsaved Draft option is displayed below Actions.
  3. Click Save Draft.

    The status below Actions changes to Draft.The author of the workflow can delete the workflow while it is in Draft using the Discard Workflow option.
  4. Select Send for Review or click Initiate Workflow.

    The New Workflow Item window opens.
  5. Enter the description and assign Approver and Reviewer or Approver. You see the Approver and Reviewer or Approver option,depending on the Workflow Steps selected when the Workflow Type was created.

  6. Click Create.

    The status changes to In Review or To Approve. Notification is sent to the Reviewer or Approver.
    NoteIf you make any changes after initiating the workflow, then you must follow the workflow process. During the workflow process, if the approver rejects the new changes, then the previous value is restored.

Review the virtual folder workflow

As a reviewer, you are responsible for reviewing the changes and ensuring they are correct. You then send these reviewed changes back to the author if further correction is needed or to a designated approver to approve the changes.

A notification is generated for the reviewer whenever an author submits any changes in the virtual folder for review.

Perform the following steps to review the workflow:

Procedure

  1. Click the Notification icon to view a list of your notifications.

  2. To navigate to the changes in the virtual folder, perform one of the following actions:

    • Click the notification. It will take you to the resource.
    • Navigate to the Workflow Items, select Assigned To Me, and then click More Actions and select View Workflow Details or Go to Asset.
  3. Review the changes and perform the required action: Accept, Reject, or Send back. You can perform these actions in the following ways:

    • On the Workflow Items page, select View Workflow Details.
    • On the Data Canvas page, click Accept, Reject, or Send back.
    • Click In Review option below the Actions.
    • On the Data Canvas page, in the Workflow section, click View Workflow Details or View Changes.

Approve the virtual folder workflow

As an approver, you are responsible for making sure that the changes are correct and for approving the changes.

A notification is generated for the approver whenever an author or reviewer submits the business term for approval.

Perform the following steps to approve the workflow:

Procedure

  1. Click the Notification icon to view a list of your notifications.

  2. To navigate to the business term, perform one of the following:

    • Click the notification. It will take you to the asset.
    • Navigate to the Workflow Items, select Assigned To Me, and then click More Actions and select View Workflow Details or Go to Asset.
  3. Review the changes and perform the required action: Accept, Reject, or Send back. You can perform these actions in the following ways:

    • On the Workflow Items page, select View Workflow Details.
    • On the Data Canvas page, click Accept, Reject, or Send back.
    • Click In Review option below the Actions.
    • On the Data Canvas page, in the Workflow section, click View Workflow Details or View Changes.