Issue Management workflow tasks

In this section you can find more information about the various tasks in the Issue Management workflow. For more information about workflows, go to the Managing workflows section.

Note It is possible that your Collibra Platform administrator has renamed the Issue Management workflow.

Accept or reject a data issue

When the issue management workflow is started, tasks are assigned to the users that are defined in the workflow. These are by default the issue stewards. This workflow task has to be completed before a predefined deadline, if not, the issue is escalated to the issue manager who will set a reviewer manually.

The stewards can accept or reject an issue. When one steward accepts the issue, its status becomes Under Review.

Only when all stewards reject an issue, the issue is marked as invalid and the requester is notified.

To access the Tasks page, click Tasks in the main menu. Issues that have passed the due date, appear in red.

Click on the task row to select it. You can accept or reject the task from the sidebar.

If you click the name of the task or the related resource, the issue page opens.

If you accept the issue, the workflow automatically advances to the next step.

Tip You can also access the issues via Data Helpdesk → Issues and apply a filter to find the issues that require an action from you.

Analyze and propose a solution

When the status of a task is Under Review, you can perform the following actions.

• Reassign Reviewer: Choose this action if you find that an other user is more suited to analyze the issue. The status of the task becomes Reassign Reviewer. Click Submit to assign a new user, role or group as the new reviewer for the issue.

  

  

• Reassign Reviewer: Choose this action if you find that an other user is more suited to analyze the issue. The status of the task becomes Reassign Reviewer. Click Submit to assign a new user, role or group as the new reviewer for the issue.
  
• More Information: Choose this action if you need more information from the issue requester. The status of the issue becomes Pending. This action creates a task for the requester to provide more information about the issue.
  When the requester has completed this task, the workflow returns to you with a task with the same four options.
• Invalid Issue: Choose this action to mark the issue as invalid. The requester is notified and the issue management workflow is finished. Note that this is an irreversible action.
• Request Approval: Choose this action to request an approval for your analysis and solution proposal. You can only click this action when you have provided a detailed analysis of the issue in the issue's Analysis attribute. In the Resolution attribute, you can propose a solution to the issue. When you request an approval, the contents of the Analysis and Resolution attributes can be evaluated and approved. The issue is marked as Submitted for approval.

Approve or reject a solution

In the approve/reject step, each stakeholder assigned to the issue is requested to accept or reject the analysis and solution proposed by the reviewer. All the stakeholders have to accept, otherwise the solution is not approved. If one stakeholder rejects the solution, the workflow creates a new task for the reviewer to update the analysis and solution, taking into account the comments given by the stakeholder who rejected the proposed solution. If approved, the issue is marked as Accepted.

1. In the sidebar, provide a reason for your action.
2. Click Reject or Approve.

   

1. In the task bar, click Approve/Reject.
   The Approval dialog box appears.
2. In the dialog box, provide a reason for your action.

   

3. Click Reject or Approve.

1. In the sidebar, provide a reason for your action.
2. Click Reject or Approve.

   

If all of the stakeholders approve the solution, the status of the issue becomes Approved.

If the last stakeholder is a reviewer, the user can immediately appoint an assignee to solve the issue or close the issue if no further action is required.

Appoint assignee or resolve the issue

When all the stakeholders have accepted the proposed solution, it does not necessarily mean that the issue is resolved. It is possible that the solution still has to be implemented.

When the solution is approved, the reviewer can decide to appoint an assignee who can implement the actual solution to resolve the issue, or mark the issue as resolved if there is no need for a specific implementation.

After appointing an assignee, the issue is marked as 'In Progress'.

You can appoint an assignee in the following ways:

• Fill in a list of users in the User field.
• Add groups in the Group field.
• Specify a role, in the Role field, that the selected user has to have on the current issue. If you also fill in the in community field, all the users with the specified role for the given community become the assignee of the issue.

Depending on the issue management workflow configuration, a user might be proposed in the User field.

Provide a solution

In the step to provide a solution, the assignee resolves an issue and provides an implementation.

• The assignee can reassign the task to someone else if that user is more suited to perform the task. When reassigning the task, a similar form is presented as described in the earlier step where the new assignee can be appointed, see .
• The assignee can also mark the issue as Solved. This ends the task and the workflow asks the reviewer to check if the solution matches the expectations. In this case, the issue is marked as Resolution Pending.

This task has to be completed within a predefined period, if not, the workflow returns to the previous step and presents a new task to the reviewer to appoint a new assignee to perform the task.

Instead of resolving the issue by implementing the proposed solution, it is possible that the issue can be resolved by linking it to a governance asset. For example, by forcing all assets to comply to a business rule so that the problem described in the issue can not happen again.

To resolve an issue with a related asset, you need the correct rights in the community as assignee.

You can link the issue with a governance asset as follows:

1. On the issue page, click Characteristic.
2. Click the Relations tab.
3. Choose the Resolved by relation.
4. Enter the resolving governance assets in the dialog box, optionally set a Start Date and End Date.
5. Click Save.
6. The relation appears in the resolved by Governance Asset table on the issue page.
7. Click Solved to mark the issue as resolved.

Review a solution

In the last step of the Issue Management workflow, the reviewer can review the provided solution:

• Click Accept to accept the solution and mark the issue as Resolved and the requester is notified. This action ends the issue management workflow.
  If there are multiple reviewers, there is only one reviewer who has to accept the solution.
• Click Reject to reject the solution and mark the issue as Under review. The workflow returns to the Analyze and Propose Solution step, see .
• Click View relevant changes to view the history of the issue.

  

  Tip Open the task in full screen to have a better view of the relevant changes table.

  

• Click MoreOther → Reassign to assign the review step to an other user.