Configure the events that start the workflow, the user roles that can participate in the workflow, and the options available in each task associated with the workflow.
Perform the following tasks to configure a workflow event:
1Configure general properties of the event and the event types that start the workflow.
2Choose a published workflow that best fits your workflow event.
3Configure the workflow components.
4Save and enable the workflow event to make it available for use.
Configuring event details
Configure general properties of the event and the event types that start the workflow.
1In Metadata Command Center, go to the Configure page.
2Click the Workflows tab.
3To configure a new workflow event, click the Add icon.
The New Event page appears.
4In the Event Details tab of the New Event page, enter the basic properties of the workflow event.
The following table describes the properties that you can enter:
Property
Description
Name
Enter the event that starts the workflow. The event name is a descriptor that identifies the activity for which the workflow should start.
For example, to start a workflow each time a user creates an AI Model asset, you can enter the event name as Create AI Model.
Event Type
Select the type of event for which you want to configure the workflow.
Choose from the following options:
- Approval Request for Create. Select if you want to start a workflow each time a user creates an asset.
- Approval Request for Change. Select if you want to start a workflow each time a user modifies an asset.
Description
Enter a description for the workflow event.
Select Assets
Click the Add icon to select the asset type to which the workflow applies.
In the Select Asset Type dialog box, select the business or technical assets to which the workflow applies.
5Click Next to choose a published workflow.
Choosing a published workflow
Choose a published workflow that best fits your workflow event.
1On the Workflow tab, click Browse to select a published workflow.
The Select a workflow dialog box appears.
2Choose a published workflow that meets your requirement and click Select.
The selected workflow appears on the Workflow tab. You can view and modify the properties of components in each step of the workflow.
Note: Modifying the component properties of a workflow in a workflow event doesn't impact the workflow.
Configuring workflow components
Configure the user roles that can participate in the workflow and the options available in each task associated with the workflow.
1Select a swimlane to configure its properties on the Properties tab.
The following table describes the properties of a swimlane:
Property
Description
Role
Select the user role for the swimlane. When you select a role, only users configured for the selected role can perform the tasks within the swimlane.
Roles that have the Participate in Change Approvals privileges and permissions appear in this list.
You can also select Requestor from the list of roles. A requestor is a user who creates the ticket. If you assign requestor to a swimlane, when the workflow runs, Data Governance and Catalog identifies the user who created the ticket and assigns the user tasks in the swimlane to the user. The user must have at least the minimum required privileges to view and perform the user tasks.
Note: If you assign a user group as a stakeholder for an asset and assign the Requestor role to a swimlane, the requestor does not need to claim the task in Data Governance and Catalog if the approver returns it. The task is assigned directly to the requestor.
Description
The description of the swimlane in the workflow.
By default, the value specified in the workflow appears here.
The Properties tab of a swimlane appears.
2Configure the properties of each swimlane in the workflow.
3Select a user task to configure its task properties.
The following table describes the user task properties:
Property
Description
Name
The user task name in the workflow.
By default, the value specified in the workflow appears here.
Description
The description of the user task in the workflow.
By default, the value specified in the workflow appears here.
Task Priority
The priority of the user task.
By default, the value specified in the workflow appears here.
Due In Days
The number of days in which the task is due. If the user doesn't complete the task within the period, the task remains in an overdue and incomplete state.
You must specify a value for each user task. Maximum value is 14.
By default, the value specified in the workflow appears here.
Lifecycle
Select the lifecycle that applies to the asset when the workflow user performs the task. The asset moves to the corresponding lifecycle when the task is performed.
Select one of the following options:
- No Change
- Discard Draft
- Draft
- In Review
- Published
For more information about lifecycles, see Lifecycle.
The Properties tab of a user task appears.
4On the Outcomes tab of a user task, you can edit the task outcome names. By default, the value specified in the workflow appears here. Click Edit to edit the task outcome name.
5Configure the properties of each user task in the workflow.
6Select a connection to modify its name and description.
By default, the values specified in the workflow appear here.
The Properties tab of a connection appears.
7Configure the properties of each connection in the workflow as required.
8Select an End component to configure the properties.
The following table describes the properties of an End component:
Property
Description
Name
The name of the End component in the workflow.
By default, the value specified in the workflow appears here.
Description
The description of the End component in the workflow.
By default, the value specified in the workflow appears here.
Lifecycle
Select the lifecycle that applies to the asset when the workflow user performs the task. The asset moves to the corresponding lifecycle when the task is performed.
9Configure the properties of each End component in the workflow.
Configuring lifecycles
Configure lifecycles for applicable steps in a workflow. Select the lifecycle that applies to the asset when the workflow user performs a task.
For example, if the workflow requires approval for creating an asset, you can configure the component to change the value of the Lifecycle field from "Draft" to "Published" when the approver approves the asset.
Select one of the following options:
No Change
No change to the Lifecycle field of the asset and the associated ticket remains in the "Open" status. This action is useful in multi-level workflows when multiple approvers need to approve the changes of an asset but don't want the asset lifecycle to change to Published until the last component action.
Discard Draft
Discards the draft version of an asset. If an asset was not previously published, as a result of the Discard Draft action, the Draft version of the asset is deleted permanently and the ticket is resolved. If the asset was previously published, as a result of the Discard Draft action, the Draft version of the asset is deleted and the ticket is resolved. The previously published copy of the asset remains in Data Governance and Catalog in the Published status.
Note: Informatica recommends that you select Discard Draft when the component action doesn't require a draft copy of the asset.
Draft
Changes the status of the asset to "Draft" and the asset becomes editable for the next component owner. The next component owner then has to perform the actions configured for the component.
The associated tickets of the Draft asset will always be in the "Open" status. If the conclusive action of a workflow is Draft for any asset, the associated tickets will be open forever and they can't be reused. In such situations, the requestor or users with the Super Admin privilege can cancel the open ticket to start the workflow activity again for the same asset.
In Review
Changes the status of the asset to "In Review". The asset will be locked for editing for all stakeholders and its associated tickets will be in the "Open" status.
Note: When you start the workflow, the lifecycle status of the asset changes to "In Review".
Publish
Changes the status of the asset to "Published". If you select the lifecycle as Publish, the asset lifecycle status changes to "Published" and the associated ticket moves to the "Resolved" status.
Note: Informatica recommends that you map the lifecycle of the last component in a path to Publish. This is to ensure that the asset can only be published after all stakeholders for each component in that path have responded.
Saving and enabling a workflow event
You can save and enable the workflow event to make it available for use.
1Click Save to save the workflow event.
2Set the Status of the workflow event to Enabled.
The following image shows the enable option that appears when you configure a workflow event:
You can also enable workflow events from the Workflow Events page. For more information about enabling or disabling workflow events, see Enabling or disabling a workflow event.
Once enabled, you can't edit the workflow event. To edit a workflow event, disable the event and then edit it. The event must have no active tickets.
