Glossary Approval functionality consists of enabling workflows for data domains and sub-domains and then associating a glossary term to the same sub-domain to enable a workflow for that term as well. This will enable the users who are approvers to review and approve the changes made by the steward on the terms.
Watch this Tutorial to understand the Glossary Security Flow in which the following points are discussed:
1. Enable Workflow for Sub-Domain
2. Add New Term and Submit for Approval
3. Approve the Term
4. Edit the Term and submit for Approval again
5. Compare changes and Approve the term
6. Approve multiple terms
Let's check the step-by-step guide on how this functionality works. So, first of all, we will be adding the data domain, sub-domain, and then finally the term.
Adding a Domain:
Go to the Administration tab, and select "Data Domains". From the domain listing page and click on the "Add" button.
On Add Domain form provide the Domain name, Description, and Data Steward. And then click on the "Enable Workflow" checkbox.
This will enable the workflow for this particular domain. Choose the approvers; There can be single or multiple approvers. Further, choose the workflow type, either "Anyone can approve" or "All need to approve".
Click on the Save button and the domain will be saved. In the listing, it can be seen that the newly added domain will appear on the top with an icon that represents this domain has workflow enabled as shown below.
Steward that is selected while creating the Domain will be the one who will be editing the term and making the changes. Then changes will be sent for approval to the approver(s). Approver's job will be to review the changes made by the Steward and approve or reject them.
Adding a Sub-domain:
Move to the Sub-domain tab from the left navigation bar and similarly click on the "Add" button which will open the Add Sub-domain modal. From there Add a Sub-domain name, its description, and its priority, and from the domain field select the same domain which we created earlier.
Once the domain will be selected, we will see that it will inherit the workflow settings from the domain. That means now this sub-domain will also have the same Workflow type, Stewards, and Approvers which were set for the Domain as shown below. Save the sub-domain.
Once the sub-domain is saved, the next step would be to add a new term.
Note: If the workflow is enabled in Domain then its associated sub-domain will inherit all the domain's workflow settings. And if the workflow is disabled in Domain, then workflow can be enabled separately for the associated sub-domain.
Adding a New Term:
From the left navigation bar select "Business Glossary" which will navigate to the terms listing page. From the listing click on the "Add Term" button.
From the Add Term modal, select the same sub-domain that we created above. Enter the Name, Title, and Description, and select the Term Type. Click on the Save button and the term will be saved redirecting the user to the term detail page.
On the term detail page, it can be seen that this newly created term is in the draft status. The term will only get published once it is submitted for approval and gets approved.
Note: The terms in the Draft state will not appear in enterprise search results. Only Published terms will appear in enterprise search.
At the top of the Term detail page, the workflow stages will appear. Currently, it will be in the first stage as Steward would need to make some changes.
Now below is the Steward's view which they can edit in this term. The below image shows that the Steward has changed the definition.
To edit a term, click on the "Edit" button. Click on the pencil icon for whichever section needs to be edited. Once changes are made to the particular field, click on the circular check mark button on the same section and then the Done button.
Once the Steward edits the term, then the "Submit for Approval" button needs to be clicked which will send the term for approval to the approver.
Once the Steward submits the term for approval, the workflow will move to the second stage which will show the pending approval status along with the approver's name as shown below
Now next step is for Approver who needs to review the changes made by the Steward. The below image shows the approver's screen.
Click on the "Compare Changes" button to review the changes that have been made. All the fields will appear and the edited ones will show up as highlighted.
If the approver wants to reject the changes, then the "Reject" button can be clicked. It will ask the user to add a reason for rejection as a comment. The changes will get rejected.
To approve the changes, the user needs to click on the "Approve" button, and the changes that were made by the Steward will be approved and the term will get Published.
Approving multiple Terms using Mass Update:
Other than that, Approver can approve multiple terms as well at once from the Mass update. Go to the Business glossary listing again and there will be a tab "Assigned to me" which will show all the terms that are assigned to the logged-in approver.
From the "Assigned to me" tab select some term and click on mass update.
From the Mass Update modal click on the status field and select "Approve" and apply. This will approve all the selected terms. That's how the approver can approve multiple terms at once.
How to check the Activities history of the term?
On the term detail page "Managed by" section, there will be a chat icon. Click on that and it will show all the history of activities that have been performed on the term. Comments can also be added to the term activity.