Workflows
What are workflows?
Workflows streamline the processes that require approval from team members with higher access levels, such as requesting access to data and reviewing and publishing changes to data assets.
There are two types of workflows:
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Request data access workflow is used to ask for a higher level of access to an asset.
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Review workflow is used to request a review of changes made to assets and publishing them.
When you start a workflow, this creates a corresponding task on the assignee’s kanban board. The assignee can then approve or reject the request. For more information about tasks, see Tasks.
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Your application admin can configure workflow settings to change default assignees and approval processes. See Configure Workflows for details. |
Monitor workflows
Track workflow status
To view the list of active and finished workflows, go to Tasks and workflows > Launched workflows.
Workflows are split into:
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Active: Requests currently awaiting approval.
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Finished: Completed requests (approved or rejected).
For each workflow, you can view:
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Workflow name: The type of workflow (Request Data Access or Review).
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Started by: Who initiated the request.
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State: Current approval status.
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Access request tasks: Waiting for approval, Permission granted, or Permission declined.
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Review request tasks: Waiting for review, Published, or Publish rejected.
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Created task: Link to the associated task on the kanban board.
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Start time: When the request was submitted.
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Time in current state: Time spent in the current approval stage.
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Running time: Total time from submission to completion.
Request data access
Request access to data
To request access to a specific data asset:
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Select Request access:
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From the asset *Data tab: If you can’t see data for a specific asset that you want to work with and instead see a Request access option, select it. Typically, this means you don’t have the appropriate access level and can only view metadata.
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From the asset listing: Open the asset and in the three dots menu select Request access.
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Review the following information:
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Type: Prefilled task type.
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Access level: The access level you want to get on this asset.
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Priority: How urgent the task is.
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Description: Why you are requesting a specific access level.
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Entity: Review the prefilled asset type and asset for which you are requesting access changes.
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Select Submit.
You can now view the task on your kanban board and track its status on the Launched workflows screen under Active.
Approve or reject access request
When you’re assigned a new access request task, you’ll receive a notification.
You have the following options available:
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Resolve the request: Continue with the steps described in this section.
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Change the task assignee: If you are not the appropriate person for resolving the request, change the task assignee.
To resolve the task:
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From your kanban board, open the task detail. The new task is in the Waiting for approval status.
Alternatively, you can access the task directly from the Notification Center.
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Expand the relevant subtask to resolve the task:
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To grant the requested access level to the task creator, select Approve. The task status is now Permission granted.
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To reject the request, select Reject. The task status is now Permission declined.
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After you resolve the request:
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The task is moved to the Complete column.
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The workflow is moved to Finished on the Launched workflows tab.
Review workflows
Assets typically require approval before changes are published.
Request and approve reviews
To learn how to:
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Request review of your changes
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Compare your draft with the published version
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Approve or reject review requests
See Publish Changes.
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