Catalog workflows

To keep the information flows in Data Catalog configurable, workflows are used. You can configure the out-of-the-box workflows. However, note that these workflows are designed to work together. If you change one workflow, ensure the other Data Catalog workflows are still functioning because they may depend on one another.

Name	Description	Visual representation
Assign Owner To Data Set	This process automates adding owners to data sets. This workflow is automatically triggered when a new Data Set asset is created.
Cancel Process	This process notifies the concerned users of a workflow cancellation.
Escalation Process	This process is the default mechanism for the escalation of user tasks in workflows.
Post Data Ingestion Workflow	This process facilitates assigning the Owner and Technical Steward for newly ingested Schema assets. This workflow is automatically triggered when a new Schema asset is created and after a data source is registered. More information It checks if the new Schema asset belongs to the Physical Data Dictionary domain of the Schema's community. If not, the workflow ends. It checks if the user who registered the data source and the user with the Owner role are the same. If not, the assigned owner is asked to accept ownership or assign a new owner. If there is no owner defined, the workflow ends. The owner gets a task to assign a Technical Steward. The Technical Steward is asked to set the security classification and the personally identifiable information (PII) flag correctly on the registered data assets.
Propose New Business Asset	This process facilitates the creation of new Business Assets in the Data Governance Council community.
Propose New Data Asset	This process facilitates the creation of new Data Assets in the Data Governance Council community.
Propose New Technology Asset	The Propose New Technology Asset workflow allows you to create a new Technology asset in Collibra Data Intelligence Platform. By default, the asset is added to the Data Governance Council community, in the New Applications domain.
Request Assets Access	The Request Assets Access workflow allows you to request access to assets that are added to your Data Basket. All data owners have to approve the request before you can access the assets. Important By default, users can add assets of the type Data Set, Report, or one of their child asset types to the basket. These eligible out-of-the-box asset types can be extended with additional asset types. If you add more asset types, make sure to update the workflow logic. This workflow accepts by default only Data Sets that contain Column assets as data elements. This workflow requires all users involved in the workflow, Owners and Technical Stewards, to have a global role that has the Workflows > Participate in workflow global permission. If your environment was created before 2024.06, download and enable the latest version of the Request Assets Access workflow. When you activate this workflow, make sure to add the Data Usage asset type in the Applies to section. For more information, go to Out-of-the-box workflow deployments. This workflow replaces the Request Data Sets Access workflow. However, if you restore a 5.4.x backup or older, the old Requests Data Sets Access workflow will overwrite the Request Assets Access workflow. In that case, you have to deploy the Requests Assets Access workflow again and apply all possible customizations. The workflow calculates the name of the asset by combining the creation date with a sequential number for that day, for example 2019-09-30 #1 and sets the asset characteristics according to the data submitted through the start form. The user who started the workflow receives the Requester role. The user with an Owner role approves the request for each data set and the Owner or Technical Steward provides access to the data set elements. For information on the workflow itself, go to the Collibra Developer Portal. For information on when this workflow is used, go to request access to data.
Simple Approval	The Simple Approval workflow is a single-step process that allows you to approve an asset in Collibra Data Intelligence Platform.
Voting Sub-Process	The Voting Sub-Process is a workflow that can be called by other workflows when users need to vote. It is used within other packaged workflows such as the Approval Process, the Simple Approval or the Issue Management workflow. You can use this sub-process in new custom workflows. The result is a true or false boolean that is provided to the parent workflow.

Tip For more information about these workflows or workflows in general, go to the Collibra Developer Portal.