Assessments Approval workflow configuration

To view the configuration of the Assessments Approval workflow, go to Settings > Workflows > Definitions > Assessments Approval.

Applies to

This workflow applies to the following asset types.

Asset type	Restriction	Remark
Assessment Review	None	None

Note When you select a parent asset type, it includes all of its children. For example, if you select Business Asset, the workflow also applies to Business Term because it is a type of Business Asset.

Variables

You can edit the configuration variables by using the Edit button in the Variables section of the workflow definition page.

Variable	Description	Default value
businessStewardRoleId	The resource role to which the task is assigned when the workflow is triggered. Warning For the workflow to work, the resource role specified here must be present as a responsibility in the domain specified when submitting an assessment.	00000000-0000-0000-0000-000000005016
statusId_underReview	The UUID of the status that indicates the assessment needs to be reviewed before approval.	00000000-0000-0000-0000-000000005020
statusId_approved	The UUID of the status that indicates the asset has been approved.	00000000-0000-0000-0000-000000005025
statusId_rejected	The UUID of the status that indicates the asset has been rejected.	00000000-0000-0000-0000-000000005010
attrTypeId_approvalDate	The UUID of the attribute type that indicates when an assessment review was approved.	00000000-0000-0000-0000-000000000272
approvalTaskDueDate	The due date expressed in duration for task "approvalTask".	B1M
approvalTaskTaskNotificationEnabled	Send notification emails for task "approvalTask".	True
approvalTaskEscalationDuration	The escalation time duration for task "approvalTask".	B1M
approvalTaskEscalationType	The escalation type for task "approvalTask".	mail

Start label

The start label is the name of the workflow when it is visible as an action item on a resource page or as a button on a dashboard. You can find the Start Label section in the upper-right corner of the workflow definition page.

The default value is Assessments Approval. Click Edit to edit the label.

Start event

A start event is an event that triggers the workflow, for example starting the workflow when an asset is created.

By default, this workflow is configured to start when an asset is added. Specifically, the workflow starts when an assessment is submitted and the Assessment Review asset is created in your Collibra environment.

You can configure workflows to start automatically when a user starts or retakes an assessment by using the Assessment Started start event. This enables use cases such as automatically assigning specific user groups to an assessment or restoring the original assignees when a user retakes it.

Roles

The roles define the permissions to manage the workflow. For example, if a certain task must be urgently executed but the responsible person is on sick leave, a user with the defined role can reassign that task to somebody else.

Action	Roles
Start workflow An action item with the start label is available to users with these roles.	There are no roles selected.
Stop workflow The option to cancel the workflow is available to users with these roles.	There are no roles selected.
Reassign tasks The option to reassign the task is available to users with these roles.	There are no roles selected.

Other

The settings in this section define global restrictions that apply to the workflow such as:

Accessibility to guest or logged in users.
Checking that the roles required by the workflow are not empty.
Preventing the same worflow or other workflows from running on the same resource.
Making the workflow available to be added to a dashboard.

Setting	Enabled
Any guest user can start the workflow.	No
Any signed-in user can start the workflow.	No
Perform candidate user check on workflow start.	Yes
This workflow can run only once at the same time on a specific resource.	Yes
Lock resource.	No
Show in the global Create dialog box.	No