A workflow can contain a Field Change activity which allows you to update the value of a field in one or more assets.
- Asset Field: Select the field on which you want to base the workflow. You can choose from the fields that are configured on the Object Type that the workflow relates to.
- Change Type: Specify how you want to modify the field. The options that are available vary depending on the chosen field type.
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Value Source: Specify the value that you want to use. Choose from:
- Field value: Replace the existing value with a value from a specified field.
- Specific value: Type a value to use.
After you have added a field change, you can click the menu button to Edit or Delete it. You can add further field changes by clicking Add Field Change.
Example
Summary: User A is a Data Steward who oversees the completeness of Business Terms in the business glossary. There is a Business Term with incomplete information. User A makes a request to update the asset information. User B is a Data Owner who is assigned to complete the workflow form to approve or deny the request.
Step 1: Configure an "Incomplete Data" Request Type
- There is a Business Asset type in your glossary called "Business Term" which has a field called "ID".
- Create a Request Type called "Incomplete Data", with an Allocation Type of Asset.
- Add an allocation to the Business Term asset type.
- Configure a request form with a Text field called "Enter the value to use".
Step 2: Create and publish a Field Change workflow that references the "Incomplete Data" Request Type
- Create a workflow that has the Trigger Type set to Make a Request, and the Request Type set to the "Incomplete Data" Request Type. Set the Object Type to Business Term.
- Add a Form activity with a Boolean Yes or No form field called "Do you approve?", and add the Data Owner as the assignee.
- Add a Conditional transition from the Form activity to a Field Change activity, where the transition occurs if the form field "Do you approve?" is true.
- Configure the Field Change activity to replace the existing Business Term "ID" field value with the value entered in the "Enter the value to use" field from the request form:
- Asset Field: ID
- Change Type: Replace the value
- Value Source: Field value
- Value Source Field: Request Form: Enter the value to use
- Add a Conditional transition from the Form activity to the End activity, where the transition occurs if the form field "Do you approve?" is false.
- Add an Else transition from the Form activity to the End activity. This ensures that the workflow instance can still complete if the request form field value is null.
Step 3: Raise a request to change the asset "ID" field
- User A notices that one of the Business Term assets has an incomplete ID field. They go to the detail page of the asset with the incomplete ID field, click Make a Request, then select the "Incomplete Data" Request Type.
- In the request form, they type the correct ID value for the asset in the "Enter the value to use" field. This triggers the workflow that sends a form to User B, the Data Owner.
- User B is assigned to complete the form which contains a Boolean Yes or No "Do you approve?" field.
- If User B approves the request, the information that User A entered in the request form is used to update the Business Term asset ID field.
- If User B denies the request, the workflow ends with no change to the asset field.