Configure workflows - Precisely Data Integrity Suite

Data Integrity Suite
Product
Spatial_Analytics
Data_Integration
Data_Enrichment
Data_Governance
Precisely_Data_Integrity_Suite
geo_addressing_1
Data_Observability
Data_Quality
dis_core_foundation
Services
Spatial Analytics
Data Integration
Data Enrichment
Data Governance
Geo Addressing
Data Observability
Data Quality
Core Foundation
ft:title
Data Integrity Suite
ft:locale
en-US
PublicationType
pt_product_guide
copyrightfirst
2000
copyrightlast
2026

If you have the required permissions, you can create a workflow to specify the process that end users will follow when they interact with assets in your system, for example adding, changing or editing an asset.

The Workflows tab lists all workflows in your system. You can select a workflow name in the list to view additional details in the right side panel:
  • Details: Workflow details, including name, description, and trigger type.
  • Diagram: A graphical representation of the workflow, showing the activities at each step of the workflow. You can click an activity to view its details.
  • Information: Workflow information, including creation date, and version publishing details.
  • Versions: Lists all versions of the workflow. From here, you can view a diagram of a selected version and duplicate a selected version.

To confirm the object class and object type for a workflow, open the Diagram tab and select the Start activity.

Common workflow examples:
  • Ad-hoc request: Manage requests related to data access, data issues, or governance inquiries. These requests are reviewed by the responsible party to determine their validity.
  • Change business term: Handle requests to modify a business term. The request is validated by the relevant person and, once approved, processed by the administrator.
  • New business term: Process requests to add new business terms. Valid requests are reviewed by the responsible party and, if approved, added to the system by a data governance analyst.

Create a workflow

Build a new workflow by configuring trigger types, assignment IDs, object classes, and workflow activities.

  1. Go to Workflow > Workflows then click Create Workflow.
  2. Give the workflow a meaningful name by clicking the information icon to the right of the default name in the top right corner of the page. This opens a side panel where you can edit the name.
  3. Select the Start activity, then select a Trigger Type.
    A workflow trigger is an event or an action that when carried out by an end user initiates the workflow. For example, to initiate a workflow each time a new Business Term is added, select Item Added. If you want to specify that your workflow should only be triggered in certain situations, you can add conditions by clicking Add conditions in the Conditions tab.
  4. Choose an Assignment ID Scheme to set the format for assignment IDs.
    An assignment ID is a unique identifier given to a workflow instance.
  5. Select an Object Class and an Object Type.
    For example, select Business Asset then Business Term if you want the workflow to be triggered when a user adds a new Business Term to the Business Asset glossary.
  6. Build your workflow by dragging the required activities from the left of the screen into the workflow designer.
    To rename an activity, select the activity then edit the name in the right side panel. You can use the Conditional Split activity to create branching logic in your workflow.
  7. Connect workflow activities by clicking and dragging from a point on one activity to connect it to a point on the next.
    If you need to go back and delete a connection, select the connection that you want to remove, then press Delete.
  8. Click Save at any time to commit your changes.
  9. When you have finished creating your workflow, click Publish then Publish Version 1.
Your workflow is now published and ready to use.
Tip: When creating a workflow, you have the option to switch to the list view by toggling the buttons located at the top right of the workflow designer. You can choose to build your workflow in the list view, or in the workflow designer.

Edit a workflow

You can edit an existing workflow to create a new version.
  1. Go to Workflow > Workflows.
  2. In the Workflows list view, select the workflow that you want to edit, then click Edit in the right side panel.
  3. When you have finished editing, click Publish then Publish Version <version number>.
Your workflow updates are published as a new version.

Duplicate a version of a workflow

If you want to create a new workflow that is similar to one you've already created, you can clone an existing version of a workflow rather than creating a new one. For example, this is useful if you want to test modifications on an older version of a workflow without changing the latest version of your workflow.
  1. Go to Workflow > Workflows.
  2. In the Workflows list view, select the workflow that you want to duplicate, then select the Versions tab in the right side panel.
  3. Select the desired version from the list, then click Duplicate as Workflow from the menu button in the relevant row.
  4. Type a new name for your workflow, and update the fields and workflow activities as required.
A new workflow is created as a duplicate of the selected version.

Deactivate the published version of a workflow

The latest published version of a workflow is the active version. You can deactivate the published version manually. For example, you might want to do this if an Asset Type is deleted, and the workflow trigger was for that specific Asset Type.

  1. Go to Workflow > Workflows.
  2. In the Workflows list view, click the menu button in the row of the workflow that you want to deactivate, then select Deactivate.
The workflow is now inactive. No new assignments will be created when the triggering event happens. However, any assignments that are already in progress will continue to follow the workflow steps until they are complete.
To reactivate a workflow that has been deactivated, click the menu button in the row of the workflow and select Activate.

Delete a workflow

Remove a workflow from your system permanently.

  1. Go to Workflow > Workflows.
  2. In the Workflows list view, click the menu button in the row of the workflow that you want to delete, then select Delete.
  3. Confirm that you want to delete the workflow.
The workflow is permanently deleted from your system. Deleted workflows cannot be retrieved.

Configure a workflow based on a score

You can set up a workflow to trigger when an asset's field changes, when a score is updated, or when a relationship is added or removed. This topic explains how to create a trigger that initiates a workflow when an asset's governance score drops by 10% or more.
  1. Go to Workflow > Workflows and click Create Workflow.
  2. Select the Start activity, then choose Item Changed from the Trigger Type menu.
  3. Select the Object Class and Object Type on which you want to base the workflow.
  4. Click Edit observed elements to define which changes should trigger the workflow.
    1. In the Edit Trigger Configuration dialog, click Selected scores.
    2. In the Score type list, select Governance.
    3. Set the Change threshold options to Decrease and 10%.
    This example configures the workflow to activate when a governance score decreases by 10% or more.
  5. Click Save to apply the configuration.
The workflow is now triggered whenever the governance score decreases by 10% or more, enabling proactive management of asset governance. You can add a Send Email activity to notify recipients when this change occurs.