Data Request Workflow / Data Basket Checkout
Summary: The author is facing an issue with checking out a Data Basket in Collibra, as the Purpose dropdown list is empty and they cannot proceed with the Data Access Request. Stefan suggests that the issue might be due to a lack of Purpose Assets in their data catalog. He provides two solutions: changing the workflow to bypass the need for a purpose selection, or adding Purpose Assets to the catalog. Stefan clarifies that changing an out-of-the-box workflow requires using the Workflow Designer, but the standard workflows need to be downloaded from the marketplace first. He also guides on how to add Purpose Assets using a Governance Asset domain.
Hey There,
I am confused with the process to Check Out Data Basket.
I have added data assets to a Data Set. I then click on Add to Basket. Then from my Data Basket I click on Check Out Data Basket. At this point I am presented with a pop up window that requires me to enter a Purpose by selecting a value from the dropdown menu. The problem is that there is no values to select. The list is empty and I cannot proceed with the Data Access Request (image 1). I also am not allowed to type any text in on my own.
I then notice that I have a new task in my Task List. Upon clicking into this I see the Purpose field in the middle two-thirds of the screen does list my purpose I entered during checkout. However there is still an open task the on the page that again shows me a empty Purpose list that I must pick from.
I cannot find anything that speaks to this in the Collibra Documentation nor on the Collibra University site.
Can someone please help me with understanding what I am missing?
stefan_busch
·1 year agoHi,
In the workflow task you have to select a Purpose Asset (there is an asset type called 'Purpose' has the UUID 'c0e00000-0000-0000-0000-000000039021').
You most likely can not select a purpose asset in the task because you don't have any in the data catlog (or the ones that you do have can not be accessed by you).
The purpose on the asset page in your second picture is an attribute and not an asset. So they are not logicaly connected.
You now have two choices here:
Change the workflow so that you don't have to select a purpose
Add purpose assets to your data catalog
sglynn
OP1 year agoHey Stefan,
Thanks for the response, I really appreciate it.
This is an out of the box workflow, so I am surprised that Collibra would not have default values to choose from. I am also a sysadmin for the site so I have access to everything.
I can't find Purpose Assets anywhere on the site. Even when looking on the Settings --> Operating Model --> Asset Types page, I don't see anything related to Purpose Asset or Usage.
In reviewing your two choices listed above, I have 2 questions.
Are we able to change out of the box workflows? My understanding is that this is only done from Workflow Designer and when I head to this page, I don't see any of the out of the box workflows.
Can you point me to where to go to add purpose assets?
stefan_busch
·1 year agoHi,
regarding the purpose asset type: have you tried searching in the operating model via the UUID (maybe you changed the name)?
Regarding your questions:
Yes, you need to edit them via the workflow designer. But for god knows what reason they did not include them there out of the box. What you have to do is download them from the market place and then import the ones you want to change into the workflow designer.
There are two versions of the RequestAssetsAccessWorkflow, an older one that does not support Data Products and a newer one which does (I would recommend just using the newer one).
To add purpose assets you need a Governance Asset domain, and in there you can add them (via global create). At least that is the case in the global OOTB scope. I do not know if you have made any changes to the asset type (or use custom scopes) which could change where you can create them.
stefan_busch
·1 year agoIf you actually want to change the workflow you need to do the following:
Find the "Check if Purpose asset type exists" script task.
In there change line 10 from:
to
this should make the workflow skip everything that is connected to the purpose (though I will not guarantee it as I did not test it).