Workflows

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

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

Given certain limitations on the permissions of some Data Privacy-related roles, Data Privacy doesn't prevent you from editing an asset directly from the asset page. However, 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 you use the prescribed workflows for creating and modifying assets.

Permissions

• To interact with workflows, you need to 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 who have a global role with the Workflow Administration or System administration permission don't need these permissions explicitly.
• If you are using Data Privacy in combination with the Request Assets Access workflow, you need the Contributor license. This is because when checking out a Data Basket, you are asked to enter the purpose of the access request.

Customizing out-of-the box workflows

• 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 aren't overridden if we need to update out-of-the-box 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.

Approving Data Privacy assets

Data Privacy comes with workflows for approving assets specific to Data Privacy. The Collibra Platform out-of-the-box approval workflows (Approval Process, Asset Approval Process, and Simple Approval Process) shouldn't be used to approve assets specific to Data Privacy. As such, ensure that your Collibra approval workflows aren't associated with asset types specific to Data Privacy.

For information about how to associate a workflow with an asset type, go to View and edit workflow definition settings.