Question on Purview Workflow for creating a new glossary term

Question

Hi, I familiar with MS Purview Workflow configuration but I am not able to configure my use case for creating new business term with an approval process. My requirement is:

When a new term request is submitted, it is created in a draft status (make sure its shows up in draft status in the list of terms) and parallelly sent for approval to data steward or approver. Once the term is approved by data steward or approver, the status of the term automatically changes to 'Approved' and if rejected, the creator gets notified to delete the term or edit the term.

Did anyone implement such use case for business glossary in Purview using workflow?

help with workflow configuration would be appreciated

Answer 1

@Sahil Dhingra

Greetings & Welcome to Microsoft Q&A forum! Thanks for posting your query!

To configure a workflow in Microsoft Purview for creating a new business term with an approval process, you can follow these steps:

Create a New Workflow - Sign in to the Microsoft Purview governance portal and navigate to the Management center. Select Authoring in the workflow section to create a new workflow.

Select Template - Choose the Create glossary term template, which will trigger the approval process when a new term is created.

Define Workflow Steps -

• Set up the workflow to initially create the term in a draft status. This can be done by configuring the workflow to save the term as a draft upon submission.
• Use the Start and Wait for approval connector to send the approval request to the data steward or designated approver.

Approval Conditions -

• If the term is approved, you can configure the workflow to automatically change the status of the term to 'Approved' and notify the requestor that their term has been approved.
• If the term is rejected, the workflow should send a notification to the creator, prompting them to either delete or edit the term.

Binding and Saving - After defining the workflow, bind it to the appropriate glossary hierarchy path and save the workflow. Ensure that the workflow is enabled for it to function correctly.

For more details, please refer the following documentations that might help you:

• Approval workflow for business terms
• Create and manage glossary terms

By following these steps, you should be able to implement a workflow that meets your requirements for creating a new business term with an approval process in Microsoft Purview.

I hope this information helps. Please do let us know if you have any further queries.

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