Data Steward Tasks
After the Glossary administrator enables the approval workflow, you can propose the Glossary assets for voting.
When you start the approval workflow for an asset, you must configure the voting end time for level 1 and level 2 voting. The Analyst tool adds the level 1 approvers to the workflow based on the settings configured by the Glossary administrator. You can add additional level 1 approvers before the approval workflow starts or when the voting is in progress. During the escalation interval, you can replace approvers or add additional approvers.
After the level 1 and level 2 voting ends, you can publish or reject the asset based on the voting results. If the approvers finish voting before the end time, you can conclude voting and advance the process to level 2.
If the progress of the approval voting is not as you expected, or if you want to modify the asset after the approval workflow starts, you can cancel the voting process. The Analyst tool changes the phase of the asset to Rejected. You can revise the asset and start the approval process again.
Voting Dashboard
As a data steward, you can view the Voting Dashboard to see the progress of the approval workflow and the end times of level 1 and level 2. You can add additional approvers, cancel the approval workflow, or conclude the approval workflow based on the voting progress.
The following table describes the Voting Dashboard:
Property | Description |
|---|
Conclude Voting | Conclude voting after all the approvers have voted. After you conclude voting in level 1, you can advance the approval workflow to level 2. Optionally, you can conclude voting to finalize the approval workflow before the end time. After you conclude voting, you can publish or reject the asset. After you conclude voting in level 2, you can publish or reject the asset. |
Cancel Voting | Cancel the approval workflow if you want to stop the voting process. When you cancel the approval workflow during level 1, the Analyst tool cancels the level 2 voting and discards votes from level 1. When you cancel the approval workflow during level 2, The Analyst tool discards votes from both levels. When you cancel the approval workflow, the Analyst tool changes the phase of the asset to Rejected. |
Voting Status | Describes the progress of the approval workflow. Displays one of the following statuses: - - Voting In Progress
- - Voting In Progress - Escalation Interval
- - Voting Completed
|
Active Approvers | The list of approvers who can vote and details about their votes. |
Replace Approver | During the escalation interval, replace the current approver with another approver. The new approver can cast their vote and the original approver cannot cast their vote. |
Assign an Additional Approver | During the escalation interval, assign an additional approver to an existing approver. Either one of the two approvers can vote. |
Replaced Approver | The list of original approvers who cannot vote. |
Proposing an Asset for Approval
As a data steward, you can propose an asset for approval when it is in the Draft phase. During the approval workflow, the phase of the asset is In Review.
The glossary administrator must enable the approval workflow for the glossary before you can propose the asset for approval.
1. Click Open to open the Library workspace.
2. In the Library Navigator, click Assets.
3. Select the asset that you want to propose for review.
The Analyst tool displays the business initiative, business term, category, or policy in the Glossary workspace.
4. From the Actions menu, select Start Voting Process.
The Start Voting Process wizard opens.
5. In the Asset Approval Description property, enter a description that provides approvers information about the asset change.
6. Set the end time for the level 1 and level 2 voting periods.
7. Optionally, in the Additional Approvers panel, add additional approvers who can vote.
8. Click OK.
The phase of the asset changes to In Review and the level 1 approvers receive a notification that they can vote.
Modifying Approvers
As a data steward, you can replace existing approvers or add additional approvers during the escalation period. When you replace an approver with another approver, only the replaced approver can vote. The Analyst tool sends a notification to the task inbox of the replaced approver. When you add an additional approver to an existing approver, only one of the two approvers can vote. You cannot modify user groups.
The approval workflow must be in the escalation interval before you can modify approvers.
1. Click Open to open the Library workspace.
2. In the Library Navigator, click Assets.
3. Select the asset that you want to modify.
The Analyst tool displays the business initiative, business term, category, or policy in the Glossary workspace.
4. Click the voting icon to open the Voting Dashboard.
5. From the list of Active Approvers, select the approver that you want to replace or modify.
6. From the Actions menu, select Replace Approver or Assign an Additional Approver.
The Replace Approver or Assign an Additional Approver dialog box opens.
7. Select a user.
8. Click OK.
Advancing an Approval Workflow
As a data steward, you can advance an approval workflow from level 1 to level 2 after concluding the voting or after the level 1 voting end time.
1. Click Open to open the Library workspace.
2. In the Library Navigator, click Assets.
3. Select the asset that you want to advance.
The Analyst tool displays the business initiative, business term, category, or policy in the Glossary workspace.
4. From the Actions menu, select Advance.
Canceling the Approval Workflow
As a data steward, cancel the approval workflow if you want to stop the voting process. The Analyst tool changes the phase of the asset to Rejected after you cancel the approval workflow.
1. Click Open to open the Library workspace.
2. In the Library Navigator, click Assets.
3. Select the asset that you want to cancel.
The Analyst tool displays the business initiative, business term, category, or policy in the Glossary workspace.
4. Click the voting icon to open the Voting Dashboard.
The Voting Dashboard panel opens.
5. Click Cancel Voting.
The Analyst tool discards the votes and disables the approval workflow.
Concluding Voting
As a data steward, you can conclude voting before the end times of either level 1 or of level 2. If you conclude voting during level 1, you can advance the voting to level 2. If the glossary administrator has not enabled level 2 voting, you can publish or reject the asset. If you conclude voting during level 2, you can publish or reject the asset.
1. Click Open to open the Library workspace.
2. In the Library Navigator, click Assets.
3. Select the asset for which you want to conclude voting.
The Analyst tool displays the business initiative, business term, category, or policy in the Glossary workspace.
4. Click the voting icon to open the Voting Dashboard.
The Voting Dashboard panel opens.
5. Click Conclude Voting.
The Analyst tool displays the Conclude Voting dialog box.
6. Choose to conclude the approval workflow.
- - If you are in level 1, to conclude voting and not take any other action, select Conclude.
- - If you are in level 1, to conclude voting and advance the approval workflow from level 1 to level 2, select Conclude Voting and Advance Asset.
- - If you are in level 1 or level 2, to conclude voting and change the phase of the asset to Rejected, select Conclude Voting and Reject Asset.
- - If you are in level 1, to conclude voting and change the phase of the asset to Published, select Conclude Voting and Publish Asset.
- - If you are in level 2, to conclude voting and change the phase of the asset to Published, select Publish Asset.
- - If you are in level 2, to conclude voting and change the phase of the asset to Rejected, select Reject Asset.
7. Click OK.