Approval process for multiple business terms at one time with only one notifiation
We want to make a copy of the approval process workflow that can be used for Bulk approval by Data Stewards. We would like to have a user be able to select multiple business terms at a time and have them all lumped together in one “bulk” approval. It would send one notification to the Data Steward and they would only have to click approve once and all the business terms in the group would be marked as approved.
Has anyone done this before or have any suggestions?
Donna Pace
Posted 4 years ago · Edited 1 year ago·Last reply 4 years ago
3 comments
arthurburkhardt
·4 years ago · EditedAnother possibility would be to have a non-interactive asset-level workflow:
Scenario 1: Approve directly
Workflow 1: non-interactive workflow (i.e. just a script task, no user form) that would simply change the status to "Accepted" and perform some other tasksThe steward would only have to select assets from a view, press “Approval workflow” and all the assets would be approved
Scenario 2: Some review needed
In this scenario, we still use the same non-interactive workflow, but instead of approving directly, it creates a flag, such as setting the status to "Under approval" Then, it triggers a second workflow that would collect all the assets and display user tasks on all selected assets.Clunky, but that might work...
Stijn Waegemans
·4 years ago · EditedI would create a global workflow. Where you have a multi-pick field for assets of type business term.
Send all of the assets you have selected for approval. You do have to see if the business terms all have the same approver. Based on that you might have to send out a task to each approver.
You could show a screen with a checklist on all business terms to be approved to the approver and add the option to approve selected or approve all.
If you need help with this please reach out to a Collibra implementation partner or to our own Collibra Professional Services.
Cheers,
Stijn
collibsupporcollibsupport
·4 years ago · EditedYou can use the service task with class com.collibra.dgc.core.workflow.activiti.delegate.MailSender.
$.item.name $.item.resource.vocabulary.community.name etc.. etc.. and container-en.vm will hold the static mail content and $content will take the datafrom the above doc and place it in container. which is common save them under the directory name businessTermApprovalMail under collibra-data->workflowNotifications -> email templatesThis will take input as template name as input. eg: template businessTermApprovalMail
The template and content needs to be saved as 2 different files under the same directorname as template.
businessTermApprovalMail-en.vm will have content related to asset.
Now if the approver approves 50 terms at once collibra will not send 50 notifications. It will consolidate all the actions in a one minute timeframe and send only one mail notification. The content related to assets will be in tabular form.