Configuring and Managing Approval Workflows for Governed Assets

In This Article:

• Overview
• Prerequisites
• Configuring a Data Domain with Workflow
• How the Approval Workflow Works
• Mass Submission & Mass Approval
• Activity History & Audit Trail
• Asset Types That Require Approval
• FAQs

Overview

The Approval Workflow in the DvSum Data Catalog enables controlled governance over managed assets. When workflow is enabled for a Data Domain, any modifications to assets associated with that domain must go through an approval process before being published. The domain and sub-domain will automatically applies for Business Glossary Terms.

Note: For Business Glossary Terms, the default Domain and Subdomain fields are automatically populated when the term is created. Users can modify them later based on their requirements.

Once workflow is configured for a domain:

• Data Stewards can edit assets and submit changes for approval.
• Approvers can review, approve, or reject submitted changes.
• All updates are tracked for transparency.

Prerequisites

1. Enable Data Governance

Before configuring approval workflows, Data Governance must be enabled at the account level.

Administration → Account → Module Settings → Governance

When enabled, workflow options become available at the Data Domain level to control approval of metadata changes.

When disabled, workflow options will not be available, and asset changes can be published without approval.

2. Configure Data Domains

Data Domains must be defined before enabling workflow. Approval workflows are configured at the Data Domain level.

Configuring a Data Domain with Workflow

1. Navigate to:
   Administration → Organizations → Data Domains

2. Click Add Domain

   

3. Provide:
   • Domain Name
   • Description
   • Data Steward

4. Enable workflow by selecting: Enable Workflow

   

5. Configure:
   • Approvers (single or multiple)
   • Workflow Type:
     • Anyone can approve

     • All need to approve

       

6. Click Save

Domains with workflow enabled will display a workflow icon in the listing.

How the Approval Workflow Works

Once a workflow-enabled Data Domain is associated with an asset, the approval process is automatically enforced.

Step 1: Associate a Workflow-Enabled Domain

Attach a Data Domain (with workflow enabled) to the asset.

Note: Domains with workflow enabled are indicated with a workflow symbol.

After attaching the domain, publish the change to activate governance enforcement.

Step 2: Edit the Asset

When a user edits a governed asset and makes changes:

• The Submit for Approval option becomes available.
• Changes cannot be directly published.

Step 3: Submit for Approval

After completing edits:

1. Click Done
2. Select Submit for Approval

The asset enters the approval stage.

The submitter can:

• Cancel submission
• Wait for approval decision

Step 4: Approval Process

Once submitted:

• Approvers receive an email notification.
• Approvers can review all changes.
• Modified fields are highlighted for easy comparison.

Approver Actions

Approve

• Changes are accepted.
• Asset is published.

Reject

• A comment is required.
• Changes are discarded.
• The asset remains in its previous state.

Mass Submission & Mass Approval

Multiple governed assets can be submitted and approved simultaneously.

Submit Multiple Assets

From listing view:

• Select assets
• Use Mass Update
• Choose Submit for Approval

Note: Assets must belong to a workflow-enabled domain and must have pending edits.

Approve Multiple Assets

Approvers can:

1. Navigate to Assigned to Me
2. Select multiple items

3. Use Mass Update
4. Change status to Approve

This allows bulk approval of governed assets.

Activity History & Audit Trail

Each governed asset maintains a complete activity history.

To view activity:

1. Open the asset detail page
2. Locate the Managed By section
3. Click the chat/activity icon

You can view:

• Submission history
• Approval or rejection logs
• Comments
• Audit trail of all actions

Comments can also be added to maintain collaboration context.

Asset Types That Require Approval

The Data Governance Approval Workflow applies to the following managed asset types:

• Database Tables

• Database Columns

• DQ Rules

  For DQ Rules, metadata changes made in both the Overview page and the Data Quality page require approval.

• BI Reports

• Glossary Terms

• Custom Assets

• Reference Dictionary

  For Reference Dictionary assets, changes made in both the Overview page and the Reference Data page require approval.

When any of the above assets are associated with a workflow-enabled Data Domain, all metadata modifications must go through the configured approval process before publication.

Workflow Email Notifications – FAQs

Q: When are workflow notification emails sent?
A: Emails are sent only when a user explicitly clicks Submit for Approval on an asset in a Data Domain where an approval workflow is enabled. Notifications are tied strictly to that approval action.

Q: What do the notification emails contain?
A: These emails contain:

• Asset details

• Changes made

• Submitter name

• A link/button to review and action (approve/reject)

Q: Do routine catalog actions trigger email notifications?
A: No, routine activities like:

• Scans or re-scans

• Metadata uploads

• Bulk edits or mass updates (unless submitted for approval)

• Assigning or changing Data Domains

• Assigning or updating Data Stewards

• General metadata/catalog changes
  do not generate email notifications.

Q: What if approval workflows are not enabled on a Data Domain?
A: If workflows are not enabled:

• No approval process is initiated

• No workflow emails are sent

• Stewards can edit assets directly without triggering notifications

Q: Are emails tied to stewards?
A: No, notifications are tied only to the act of submitting changes for approval.