Hi all It is possible to freeze an asset in Collibra? That is, do not let even authors change/add any attributes, relationships, write comments, or initiate any workflows for that particular asset (once its status is “Accepted”). We have few data sharing agreement assets. Currently, users with Author license can do modifications but we do not want any modifications from anyone after the agreement reaches “Accepted” status. Appreciate any ideas please…

Freeze an asset after its status is "Accepted" | Product Q&A

Ann Wuyts

·4 years ago · Edited

It’s interesting to read that the ‘workflow solution’ is more complex than I ever realized. Two ideas touching on this idea of ‘locked statuses’ (and an example of a quick mockup for a customer that suggested to lock assets when ‘in review’):

Restrict Edit Permissions based on Status
https://productresources.collibra.com/ideation-platform/?id=DGCPLAT-I-401

Draft / Publish
https://productresources.collibra.com/ideation-platform/?id=DGCPLAT-I-34
(For draft/publish ‘lock by status’ would only be a partial solution. It doesn’t resolve the need to collaborate on a ‘hidden’ draft.)

I’ll also link to this thread, but feel free to add votes and/or context to the ideas!

arthurburkhardt

·4 years ago · Edited

Hey @ann.wuyts , your mockups are always so beautiful. Do you have any recommendations to produce such mockups?
Do you have any templates for Figma or similar?

Ann Wuyts

·4 years ago · Edited

Can you create an idea for that ? To share part of our templates/library elements with our customers so they can create their own mockups (and with some info as to WHY you’d like to do that – and maybe you see other uses as well). That way, I can share it the request with the Design team.

That said, for a ‘small change’ like this, I would not normally open any design software. It’s quicker to do the modifications using the browser developer tools:

noor

OP4 years ago · Edited

This looks good Ann. Having an option “Suggest Changes” is a value-add.

Ann Wuyts

·4 years ago · Edited

Feel free to vote for the idea, comment, and/or add this image! I do feel that having a (quick) visual sometimes helps make an idea a lot more concrete. (You could also add an option to ‘request unlock’ in the popover itself, rather than referring to a workflow. BUT that would make it more complex already, and possibly make it less customizable.)

maximiliencote

·4 years ago · Edited

Thanks @arthur.burkhardt, I was able to adapt your idea in order to “freeze” the edition of attributes for given asset types (for instance, we do not want users to edit the characteristics of Systems in our platforms, as this information comes from another referential tool).

I’m publishing below the code I used

import com.collibra.dgc.workflow.api.exception.WorkflowException

//String errorMessage = translation.getMessage(“workflowAssigneeRoleNotFound”)
String errorMessage = “You do not have the rights to edit the attributes of this asset”
loggerApi.error(errorMessage)
throw new WorkflowException(errorMessage);

arthurburkhardt

·4 years ago · Edited

Well, the other obvious choice is to put those assets in a community/domain where no one has any responsibility. Would that work?
One domain for assets in progress and one domain for assets in status “Approval complete”

arthurburkhardt

·4 years ago · Edited

No, responsibilities have nothing to do with view permissions.
So you can have a domain with no responsibilities, but everyone can see them. It would be a “read-only” domain.

noor

OP4 years ago · Edited

@arthur.burkhardt
After we create a new domain, can we delete inherited responsibilities ? from DGC UI, I do not see option to do so even though I am a sysadmin. Even the top-level community in my case has at least one group called “all-employees” assigned in the responsibilities which gets inherited by other communities/domains that I try to create underneath it.

arthurburkhardt

·4 years ago · Edited

No, inherited permissions apply to all subcommunities, domains and assets.
I don’t know how realistic it would be to have exception rules, but I understand the problem you are facing.

robertinnes

·4 years ago · Edited

Hi Arthur
The solution that you have mentioned is exactly what I have been doing for years at DTCC, Barclays, Credit Agrocle, Aegon (NL)
You use 2 domains called the Working and Published.
Once a n asset has all the data collected for and moved from canidate to accepted with the correct permissions from the Data Stewards, the asset is promoted from working Domain via a “published workflow” into the Publ;ished Domain (Read Only)

If future changes need to be made to any published asset, it must first be cloned into the respective working area to allow for the changes to be made. Once all changes are approved it overwrites the respective published asset via workflow control.

All interested parties are notifed via email notification of all changes

Cheers
Bobby

arthurburkhardt

·4 years ago · Edited

Well, the other obvious choice is to put those assets in a community/domain where no one has any responsibility. Would that work?
One domain for assets in progress and one domain for assets in status “Approval complete”

noor

OP4 years ago · Edited

ah, if we keep assets in a domain with no responsibilities assigned, no one can see them? of course, other than the person who is moving?..

I suspect the reason I could not add more starts events (depicted in earlier screenshot) is that the input is accepting not more than 12 events

arthurburkhardt

·4 years ago · Edited

You can build a workflow, triggered by the event “Asset status changed”

In this workflow, if some condition is met, throw a WorkflowException.
Even if your users have the permissions to edit the asset, the workflow will prevent them from saving the change.

noor

OP4 years ago · Edited

@arthur.burkhardt thank you…good idea…

Looks like there are few more ideas around hiding assets…i will explore all these and choose one…

https://datacitizens.collibra.com/forum/t/hiding-assets-based-on-status/184/4

arthurburkhardt

·4 years ago · Edited

You can build a workflow, triggered by the event “Asset status changed”

In this workflow, if some condition is met, throw a WorkflowException.
Even if your users have the permissions to edit the asset, the workflow will prevent them from saving the change.

noor

OP4 years ago · Edited

@arthur.burkhardt

Looks like I can choose the status of the asset when I enable the workflow at asset level. In the below screenshot, the workflow is on a particular asset type of status “Approval Complete” in a domain called " Data Requests". I like to freeze such assets.

I understand the start events which we configure are the events that are monitored by the workflow to throw exception? I tested few of them : existing attribute value change, comment removal, comment addition, comment edit, relation deletion, relation addition, triggering another workflow from the asset page like “Ask Expert”…For all these, the logic works i.e. the workflow throws exception saying " You cannot modify this asset as it is already with status approval complete"…

However, it doesn’t work for few events: I change the asset status, its type.

Also, I want to add few more events like : asset name changed, asset display name changed, a new attribute added to the asset page etc. ((basically most of the events that I see from the drop-down list can be monitored for my requirement )). But, I get error " This operation cannot be performed. It would result in data integrity"…

Michael Rowan

·4 years ago · Edited

You can also pop up a message to the user stating ‘No permission to change allowed’.
I would also recommend trigger to include these Start Events:
'Asset Attribute Changed
'Asset Attribute Added
‘Asset Attribute Removed’
Relation was Added on an Asset as Head
Relation was Removed from an Asset as Head
Relation was Added on an Asset as Tail
Relation was Removed from an Asset as Tail

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