Tasks lists in Collibra

Hi,

Is there a way to figure the tasks created by a workflow along with details such as when, who created it and to whom it is assigned for approval. Most of it can be found if i navigate to the tasks options but is there a way to extract this info out or have it shown via any global views ?

Thanks,
Avishek

avishekmullick

Posted 5 years ago · Edited 1 year ago·Last reply 5 years ago

12 comments

shilpasingh

·5 years ago · Edited

Hi Arthur,
I am from Avishek’ team, checking the solution provided by you.

I have some further doubts if you can help me with those:
point1: The same task can be achievable via collibra workflow using workflowTaskAPI interface?
if yes then is there any way we can store this response somewhere in collibra( like to any view)?

Regards,
Shilpa

arthurburkhardt

·5 years ago · Edited

I’m not sure what your point is. The code provided in https://datacitizens.collibra.com/forum/t/tasks-lists-in-collibra/584/9 uses the workflowTaskApi and stores the results in collibra…

The same task can be achievable via collibra workflow using workflowTaskAPI interface?

Yes

if yes then is there any way we can store this response somewhere in collibra( like to any view)?

Yes

If you don’t understand, just read the code.

arthurburkhardt

·5 years ago · Edited

Quite easy to implement really. But it doesn’t particularly pop-out, the users still need to be trained to look that attribute.

List workflow tasks code

import com.collibra.dgc.core.api.dto.workflow.*
import com.collibra.dgc.core.api.dto.instance.attribute.*
import com.collibra.dgc.core.api.model.instance.attribute.Attribute
import com.collibra.dgc.core.api.model.workflow.task.WorkflowTask

def taskAttributeTypeUuid = string2Uuid('016b7569-3777-4cdf-977f-4d156eb25a86')

//List all task attributes
Map<String, Attribute> attrs = attributeApi.findAttributes(
	FindAttributesRequest.builder().typeIds([taskAttributeTypeUuid]).build()
	).results.collectEntries{ [(it.valueAsString): it]}

//list all active tasks
Map<String, WorkflowTask> tasks = workflowTaskApi.findWorkflowTasks(FindWorkflowTasksRequest.builder().build()).results.collectEntries{
	[("${it.workflowDefinition.processId} - ${it.title} - ${it.candidateUsers.collect{ it.userName }.join(',')} (${(new Date(it.createTime).toString())})"): it]
}

//remove all attributes with no active task
attributeApi.removeAttributes(attrs.findAll{ !tasks.containsKey(it.key)}.collect{ it.value.id })

//add/update all attributes with active tasks
attributeApi.addAttributes(
	tasks.findAll{ !attrs.containsKey(it.key) && it.value.businessItem?.id }.collect{
		AddAttributeRequest.builder()
		.assetId(it.value.businessItem.id)
		.typeId(taskAttributeTypeUuid)
		.value(it.key.toString())
		.build()
	}
)

Former User

·5 years ago · Edited

Nice one!

Here’s a cool idea to have a good chin wag over. It does kind of take liberties with the metamodel but still fun to explore I reckon.

How about a new Technology Asset Type that houses Task related information . Upon a User Task being started, create the Task Asset and append the information to it and relate it to the Business Item.

You could have the relation as a tiled view so it sticks out like a sore thumb and you’d have a pretty cool visual representation of the tasks done on an asset sequentially including, start date, end date and assigned User for each task. Literally a task list on an asset.

Biggest issue with that would be the number of Assets that would be created!

arthurburkhardt

·5 years ago · Edited

yeah… I thought about this one and definitely felt like too big a solution for a workaround. Ultimately, it would be nice that Collibra provides an out of the box mechanism to display workflow tasks on assets.

Former User

·5 years ago · Edited

This touches on an issue close to my heart

It’s not ideal that end-users can see who started a workflow but only users with knowledge of the APIs or those with access to the settings tab can see who is holding up a workflow from progressing - this is generally a very small collection of users.

It’s created a bit of a bottle neck on our sysAdmins who regularly get asked why a workflow button isn’t available (because there’s already an in flight workflow) or who currently is holding a workflow task.

It would be great if this information was exposed to everyone and would admittedly drive more adoption on our side, especially with our senior stakeholders.

A small workaround we have is to add a comment that highlights who is currently holding the task and pointing your user base to that.

arthurburkhardt

·5 years ago · Edited

That’s a great idea!

Actually, I’m thinking about creating a workflow that would run on a schedule and update an attribute on assets to identify who is assigned to the task.

list all “task assigned to” attributes
list all workflow instances
Add/update all “tasks assigned to”
Remove all completed task assignmnents

Anyways, yes, it would be great if this was a feature of the DIC platform, the ideation platform is full of those:
https://ideas.collibra.com/ideas/DGCPLAT-I-335
https://ideas.collibra.com/ideas/DGCPLAT-I-126
https://ideas.collibra.com/ideas/DGCPLAT-I-324
https://ideas.collibra.com/ideas/DGCPLAT-I-882

Former User

·5 years ago · Edited

That’s a pretty cool idea … would love to hear if you get it working/ productionised

And ahhhh the ideation platform …

I wouldn’t be surprised if some of our users logged/ voted on at least one of those ideas … a couple of years back, we instructed some of our more avid Collibra users to log ideas there with the understanding they’d be picked up.

Mate, to this day we’re still having to answer questions around why/ when an idea will be implemented from our user base

bartvanderlocht

·5 years ago · Edited

I would retrieve this info via the rest api:

https://${your-instance-url}/rest/2.0/workflowTasks?offset=0&limit=0&workflowTaskUserRelation=ALL&sortField=DUE_DATE&sortOrder=DESC

It will return a json (which easily can be converted to any other format)

avishekmullick

OP5 years ago · Edited

Many thanks for this Bart. Was the exact solution we had in mind just didnt know the rest API to use.

arthurburkhardt

·5 years ago · Edited

The tasks can be found in the settings > Workflows > Instances.
Otherwise, it is possible to build a workflow that extracts that information and either exports an excel file or a creates assets to display them.

avishekmullick

OP5 years ago · Edited

Thanks Arthur. We did see the instances but wanted to extract the data. Will give the workflow option a try.