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.

  1. It checks if the new Schema asset belongs to the Physical Data Dictionary domain of the Schema's community. If not, the workflow ends.
  2. It checks if the user who registered the data source and the user with the Owner role are the same.
  3. If not, the assigned owner is asked to accept ownership or assign a new owner. If there is no owner defined, the workflow ends.
  4. The owner gets a task to assign a Technical Steward.
  5. 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 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 you add to your Data Basket. All data owners must approve the request before you can access the assets.

Asset types
By default, you can add assets of the type Data Set, Report, or their child asset types to the basket. Administrators can extend these eligible out-of-the-box asset types with additional asset types. If they add more asset types, workflow developers must update the workflow logic accordingly.
This workflow accepts by default only Data Sets that contain Column assets as data elements.
Roles and permissions
To request access, you must have a global role with the Workflows > Start workflow global permission, which requires a Viewer license.
If Data Privacy or data products are enabled, or if the workflow has been configured to require custom inputs from the requester, you must also have a global role with the Workflows > Participate in workflow global permission. This permission requires a Contributor license.
All other users involved in the workflow, such as Owners and Technical Stewards, must have a global role with the Workflows > Participate in workflow global permission.
Compatibility
If your environment was created before 2024.06, administrators must download and enable the latest version of the Request Assets Access workflow and configure it by adding 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, when restoring a 5.4.x backup or older, the old Requests Data Sets Access workflow will overwrite the Request Assets Access workflow. In that case, administrators must deploy the Requests Assets Access workflow again and apply all possible customizations.
Additional details
The workflow calculates the asset name by combining the creation date with a sequential number for that day, for example 2019-09-30 #1. Asset characteristics are set according to the data submitted through the start form.
The requester receives the Requester role. An Owner approves the request for each data set, and an Owner or Technical Steward provides access to the data set elements.

Simple Approval

The Simple Approval workflow is a single-step process that allows you to approve an asset in Collibra.

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 out-of-the-box 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.