Enable the Workflow Process for a Custom model
By default, a glossary, like any custom model, will have no workflow requirement, thus there will be no formal review and approval process. Without workflow, all Metadata Viewing, Editing and Managementcapability object role assignments may be used to manage access and update.
Talend Data Catalog also provides a very flexible and complete set of possible workflow and publication processes that you may employ. When your organization would like to have a more formal custom model or glossary development process that involves multiple users with various reviewer/approver/publisher object roles you can enable the glossary workflow. The workflow is a prepackaged sequence of activities around object proposal, editing, review, acceptance, publishing and depreciation. It is a flexible process that can be customized to require only publishing activity, approval with or without review, approval and review by one or multiple users, etc.
You may see the functions with workflow defined below.
When you enable workflow Talend Data Catalog creates another version of the glossary named Published. The Published version is the one that is to be presented to most of the users. Its contents are not directly editable (with or without permission). Instead, one edits the Development version and then uses the Publish workflow step to change what is in the Published glossary.
The particular version (Published or Development) that user sees is entire system managed. Thus, you will have access to the
- Published version of the glossary if you do not have any Workflowcapability object role assignments, and you will not have any ability to edit the glossary or see current edits and workflow states. You will only see what was published.
- Development version of the glossary if you do not have any Workflowcapability object role assignments, and you will have the ability to see glossary object in their current workflow status
Remember, a glossary is just of an example of a custom model. In this case it is based upon the Glossary model type. As it is a custom model, you may customize it. Also, these same workflow processes may apply to any object type in the metamodel.
The Sensitivity Label and all the curation tags (Certified, Endorsed, Warned, and Comment) are not attributes/properties of the object (in this case a term) but additional labels or tags. Just as you can add and remove Label assignments and Collection assignments without it being impacted by workflow, so too can you do so with these other labels and tags. They are NOT included in the workflow process.
Steps
- Sign in as a user with at least the Workflow Managementcapability object role assignmenton the glossary you are in.
- Go to the MANAGE > Configuration in the banner and select the glossary.
- Click the Workflow tab.
- Check the Enable Workflow and Publishing checkbox and click YES to confirm.
- Check the workflow entries you wish to specify. These include:
- Allow any user to propose objects. Any user with the Metadata Viewercapability object role assignmenton the glossary may still Propose objects.
- Allow approval of objects. The Pending Approval and Approved steps is included in the workflow. If so, then two other options are available:
There is a special feature to provide true backwards compatibility with earlier versions of the workflow. Even if the Allow approval of objects option is not checked, the workflow will still respect the sub options (below). Thus, if you specify Allow review of objects, you will not have access to the Pending approval state, but you will have access to the Approved state to enable the review. And the transition name to the approved state is Approve.
To change these sub options even when the Allow approval of objects option is NOT checked, then
-check Allow review of objects
-then you will be able to uncheck the sub option feature
-Then uncheck Allow review of objects.
- Allow review of objects. The Under Review step is included in the workflow.
- Publish on Approval. The separate step for publication is not include in the workflow and publication occurs on Approval.
The most complete workflow possible is in the diagram below:
- Click Save.
Example
Sign in as Administrator, go to MANAGE > Configuration and create the glossary WorkflowExample Glossary.
Go to the Workflow tab and Check the Enable Workflow and Publishing checkbox.
Once enabled, you cannot disable the workflow after it has been enabled. However, you may change some of the options.
Click YES.
Several steps may be optional or mandatory, including Review, Approval and Publish.
Click SAVE.
Now, return to the Workflow tab.
You may update the workflow step options but cannot disable the workflow.
