Managing Workflows

Alation currently supports two types of workflows:

1. Add Object Request: An Add Object Request is used when a new object is to be added to the catalog. Currently, Add Object Requests are supported only for new glossary terms.

2. Change Request: A Change Request is used when someone has a suggested change to a catalog field.

Create an Add Object Request Workflow

To create an Add Object Request workflow:

1. From the Apps menu, click Govern.

2. Click WORKFLOWS to access the Workflow Center.

   

3. Click the + Create Workflow button, then select Add Object Request.

   

4. Enter a desired title for the workflow. The title of the workflow must be unique and the field will alert you if a duplicate title already exists. Click the Next button.

   

5. Under Start workflow when user adds new, select the one available option, Term, and then click Next.

   

6. Under Select Glossary objects to include under this workflow, choose All or Select to select specific glossaries, and then click Next.

   

7. A summary of the workflow appears. Click the Add Reviewers button to specify the names or user groups from whom approval is required.

   

8. Specify a minimum number of reviewers (from 1 to 9 inclusive), or specify that all reviewers are required to approve. Click Add Users to specify individual users by name, or Add Groups to specify user groups as reviewers. When you have finished adding reviewers, click Done.

   

9. Additional review steps can also be added at this point if desired by clicking the Add a Step button. When you are satisfied that the workflow is complete, click Publish.

Create a Change Request Workflow

To create a Change Request Workflow:

1. From the Apps menu, click Govern.

2. Click WORKFLOWS to access the Workflow Center.

   

3. Click the + Create Workflow button, then select Change Request.

   

4. Enter a desired title for the workflow. The title of the workflow must be unique and the field will alert you if a duplicate title already exists. Click the Next button.

5. Depending on the catalog object selected, the dialog will appear with different options for configuration. Several examples are depicted immediately following in this step for reference.

Policy group dialog example (version 2022.3 and later)

Terms dialog example (version 2022.3 and later)

Glossary dialog example (version 2022.3 and later)

For version 2022.1 and later, users can choose whether to have the top level object in the workflow by selecting the Top Level Source toggle to included or excluded based on desired outcome. When Top Level Source included is toggled, all child objects and the top level object will be included in the workflow. When Top Level Source excluded is toggled, only child objects below the top level object will be included in the workflow.

Select the source, object types, and any objects you would like to be included and excluded from the workflow.

Click the Next button.

6. Confirm your selections and add desired reviewers by clicking the Add Reviewers button. Reviewers can be individual users, groups, or a combination of both types.

   For version 2022.1 and later, people sets are also an option for selection as reviewer.

   Additional review steps can also be added at this point if desired by clicking the Add a Step button.

Note

It is recommended to not use only people sets as reviewers. People set reviewers are per object and in some cases may not be defined or have too few members to reach the threshold alone. If only people sets are selected as reviewers and the threshold is not met, a warning message will display.

7. Click the Publish button to make the workflow available to all users.

Publishing Workflows

Publishing is the final step in creating a workflow and will make the selected workflow available to all users for use and to suggest changes as necessary. Admins may choose to unpublish a workflow for a variety of reasons, such as making further edits or while planning best practices with other users and admins. When ready to restore previously created workflows that you would like to publish:

1. From the Apps menu, click Govern.

2. Click WORKFLOWS to access the Workflow Center.

3. Click the three dots (…) on the row of the workflow you want to publish.

4. Click Edit Workflow. A dialog appears where you can edit the selected workflow, if necessary.

5. To proceed with publishing the workflow, click the Publish button. To discard your edits, click the Cancel button.

6. Click the Publish button to make the workflow available to all users.

Unpublishing Workflows

A workflow can be unpublished and will make the selected workflow unavailable to all users for use and to suggest changes as necessary. Admins may choose to unpublish a workflow for a variety of reasons, such as making further edits or while planning best practices with other users and admins. All active change requests will be suspended when the workflow is in an unpublished state. For previously created workflows that you would like to unpublish:

1. From the Apps menu, click Govern.

2. Click WORKFLOWS to access the Workflow Center.

3. Click the three dots (…) on the row of the workflow you want to unpublish.

4. Click Unpublish Workflow. A message appears to confirm your wish to unpublish the selected workflow.

5. To proceed with unpublishing the workflow, click the Unpublish button. To retain the workflow as-is, click the Cancel button. Once the Unpublish button is selected, the workflow is no longer available to users and cannot receive suggested changes.

Deleting Workflows

Deleting of workflows can also be accomplished from the Workflow Center. Please note that when deleting a workflow, that although the resulting actions from the workflow are retained (a suggested change to a field that was accepted and implemented for example), the workflow history is also removed. History of change suggestion, approval, rejection, and deletion are also removed from view upon associated workflow deletion.

To delete workflows:

1. From the Apps menu, click Govern.

2. Click WORKFLOWS to access the Workflow Center.

3. Click the three dots (…) on the row of the workflow you want to delete.

4. Click Delete Workflow. A warning message appears informing you that this is a permanent deletion.

5. To proceed with deleting, type “DELETE” in all caps in the text field.

6. Click the Delete Workflow button.

Renaming Workflows

To rename workflows:

1. From the Apps menu, click Govern.

2. Click WORKFLOWS to access the Workflow Center.

3. Click the three dots (…) on the row of the workflow you want to rename.

4. Click Rename Workflow. A dialog appears where you can rename the selected workflow.

5. To proceed with your renamed workflow, click the Save and Close button. To discard your edits, click the Cancel button.

Editing Workflows

To edit workflows:

1. From the Apps menu, click Govern.

2. Click WORKFLOWS to access the Workflow Center.

3. Click the three dots (…) on the row of the workflow you want to edit.

4. Click Edit Workflow. A dialog appears where you can edit the selected workflow.

5. To proceed with your edited workflow, click the Publish button. To discard your edits, click the Cancel button.