Workflows

Workflows are a key feature of Data Privacy. They automate processes and ensure collaboration among key stakeholders in your organization. The data privacy workflows allow you to fast-track your compliance efforts, by guiding users through the creation, approval, and maintenance of assets.

Workflows are presented in wizard format, a sequence of dialog boxes, or forms, that prompt users to enter information.

Given certain limitations on the permissions of some data privacy-related roles, Data Privacy does not prevent users from editing an asset directly from the asset page. However, the asset onboarding and change management workflows include steps for the review, feedback, and approval of assets. This holistic approach helps to ensure the quality and trustworthiness of your data. As such, we strongly recommend that users use the prescribed workflows for creating and modifying assets.

Warning 
  • To interact with workflows, users must have a global role with the following global permissions:
    • Start workflow to start workflows.
    • Participate in workflow to receive and complete workflow tasks.

    Note Users that have a global role with the Workflow Administration or System administration permission do not require these permissions explicitly.

  • If you want to customize an out-of-the-box workflow, you should make a copy of the workflow, rename the copy, make your changes, and then deploy it. This ensures that your customizations are not overridden if we need to update the packaged workflows.
  • Data Privacy comes with workflows for approving data privacy-specific assets. The Collibra Platform out-of-the-box approval workflows (Approval Process, Asset Approval Process, and Simple Approval Process) should not be used to approve data privacy-specific assets. As such, ensure that your Collibra approval workflows are not associated with data privacy-specific asset types.
  • For information about how to associate a workflow with specific asset types, go to View and edit workflow definition settings.
  • Workflows are predefined to run an out-of-the-box data privacy configuration. Therefore, if you have customized the data privacy asset model, you must reconcile your changes with the data privacy workflows.
  • You can replace some of the out-of-the-box workflows with your customized workflows. You must ensure, however, that your workflows follow the same asset status evolution as that followed by the out-of-the-box workflows. For example, you can use a customized ownership acceptance workflow, as long as the asset status becomes Ownership accepted when the proposed target domain has been accepted.

Tip  For complete information about workflows, go to Getting started with workflows in the Collibra Developer Portal.