Completing workflow tasks

Workflows create tasks that ask users to provide input or to perform certain actions. You can complete the tasks that are currently assigned to you in different locations, in different contexts.

Important 

In Collibra 2024.05, we launched a new user interface (UI) for Collibra Platform! You can learn more about this latest UI in the UI overview.

Use the following options to see the documentation in the latest UI or in the previous, classic UI:

Requirements and permissions

You have a global role with the Participate in workflow global permission.

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

Steps

  • On the asset page
  • On the Tasks page

On asset pages, the Tasks icon Tasks icon shows whether you have any tasks related to the asset you are viewing.

By default, the sidebar displays At a glance information about the asset. If this sidebar is hidden, click . Unless you are accessing the asset page from the Tasks page or an email notification, select the Tasks icon to display the task in the sidebar. You can complete all task actions from the sidebar.

The interface is different when the task sidebar option is enabled.

  • Task sidebar enabled
  • Task sidebar disabled

On asset pages, the sidebar displays all task-related data. You can complete all tasks actions from the sidebar.

If the sidebar is not open, a task button indicates the number of active tasks.

On asset pages, a task bar displays all task-related data. You can complete the task actions from the task bar. If a task requires additional input before you can continue, a dialog box appears after you selected the corresponding action.

Apporval workflow - Approve or reject asset

In the example above you are asked to approve or reject the asset.

Once you clicked Approve/Reject, a dialog box requires you to provide a reason for approving or rejecting:

Approval workflow - Approval form

On the Tasks page, the Your Tasks section contains a table with all of your active tasks.

Click to select one of the rows to display the task information in the sidebar. You can complete all task actions from the sidebar.

Tip You can click the name of the task or the related resource to view the task on the corresponding resource page.

To complete multiple tasks simultaneously:

  1. Click the Bulk selection iconSelect button.
  2. Select more than one task.

    Note Only the common actions that are possible for the selected tasks appear above the table. Although different tasks have similarly named buttons, the actions they perform might be different. In such cases, those buttons are not available above the table. When there are no common actions for the selected tasks, only the Cancel button is available.

  3. Select one of the actions to complete the tasks.
  4. If you must fill in a form to complete the tasks:
    • If the tasks are of the same type, you can complete the form and submit the same information for the selected tasks.
    • If the tasks are different, the task sidebar displays the number of tasks that are not qualified and you can only complete the qualifying tasks.

On the My Tasks page, a table contains all of your active tasks.

To complete tasks from here, use one of the following options:

  • When you select one of the rows from the table, the task sidebar displays information about the selected task. Click one of the available buttons to complete the task.

    Workflow task preview pane

  • When you select a check box in front of a task, the actions that are possible for that task appear above the table. Click one of the available buttons to complete the task.

    Workflow tasks action button

  • When you select the check boxes of multiple tasks, only the common actions that are possible for the selected tasks appear above the table. Click one of the available buttons to complete multiple tasks at once.

    Tasks multi selection

    Note Although different tasks have similarly named buttons, the actions they perform might be different. In such cases, those buttons are not available above the table.

    Note  When there are no common actions for the selected tasks, only the Cancel button is available.

  • When you select the check boxes of multiple tasks and you must fill in a form to complete the tasks:
    • If the tasks are of the same type, you can complete the form and submit the same information for the selected tasks.
    • If the tasks are different, the task sidebar displays the number of tasks that are not qualified and you can only complete the qualifying tasks.