Hello I'm trying to create Purview Workflow in which if asset got certified a log created which will save the requestor details like ID, Asset name etc. Question: Is it possible to check that asset got certified by requestor while creating workflow. If it possible to check above question, how can we save the details of the requestor and we can't use Create Record because it will create incident and we want to save it in Database etc. Screenshot 2024-11-20 at 12.40.55 PM.png

Purview Workflow For Asset Certification Log ( Every time asset certified a log must be created, log in database)

Shyamsunder Lodha 0

Hello

I'm trying to create Purview Workflow in which if asset got certified a log created which will save the requestor details like ID, Asset name etc.

Question:

Is it possible to check that asset got certified by requestor while creating workflow.
If it possible to check above question, how can we save the details of the requestor and we can't use Create Record because it will create incident and we want to save it in Database etc. Screenshot 2024-11-20 at 12.40.55 PM.png

Ganesh Gurram 1,510 Reputation points Microsoft Vendor

2024-11-20T19:16:17.85+00:00
@Shyamsunder Lodha - Thanks for the question and using MS Q&A forum.

To achieve logging of asset certification in Microsoft Purview, you can design a workflow that checks if an asset is certified and then logs the details to a database.

Here’s a step-by-step guide to accomplish this:

Step 1: Check Asset Certification Status

Trigger the Workflow: Start your workflow when an asset update request is submitted.

Add a Condition:

Drag a condition block to the workflow.

Set the condition to check if the asset is certified. This might involve checking a specific field or status in the asset data.

Step 2: Log Certified Assets

If the Asset is Certified:

Choose an Action:

Instead of creating an incident (which you don't want), you can use a connector to save data to your database.

Use a database connector (e.g., SQL Server, Azure SQL Database, etc.) to insert a new record into your log table.

Database Logging Configuration:

Action Type: Insert a new row.

Database Details: Provide the necessary database connection details.

Mapping Fields: Map the fields from the workflow to the corresponding columns in your database table. Ensure to include requestor details, asset name, and any other relevant information.

Example Workflow Outline:

When an asset update request is submitted:

Condition: Asset Certification Status is equal to Certified

If Yes:

Choose an action: Insert row into database.

Database Connector: SQL Server (or relevant database)

Insert Action Configuration: Map fields from the workflow to the database columns (e.g., Requestor ID, Asset Name, Certification Timestamp).

If No: Action: You may leave this empty or add logging for non-certified assets if needed.

Detailed Steps in the Workflow Designer:

Trigger: Add the trigger "When asset update request is submitted."

Condition: Drag a condition block and configure it to check if the Certification Status is Certified.

If Yes Branch:

Click on the "If Yes" branch.

Choose an action: Select the appropriate database connector (e.g., SQL Server).

Configure the action to insert a new row into your log table.

Provide database connection details.

Map the fields from the workflow to the database columns (e.g., requestor ID, asset name, etc.).

If No Branch: Optionally, you can add a different action or leave it empty.

Example Configuration for Database Insert:

Server Name: your-database-server

Database Name: AssetLogs

Table Name: CertificationLog

Fields Mapping:

RequestorID -> requestor.id

AssetName -> asset.name

CertificationTimestamp -> current_timestamp

Validate and Save:

Click on "Validate" to ensure there are no errors in the workflow.

Once validated, click on "Save and close" to save your workflow.

This approach ensures that every time an asset is certified, the details are logged into your database without creating unnecessary incidents.

Hope this helps. Do let us know if you have any further queries!
Shyamsunder Lodha 0 Reputation points

2024-11-21T02:50:40.35+00:00

But how to use database connector, there is no option of Database connector only Service Now option is there which I don't want to use.
Shyamsunder Lodha 0 Reputation points

2024-11-21T02:53:26.6533333+00:00

But how to use Database connector, there is no option to connect with Database connector only Service Now option is there which I don't want to use.
Ganesh Gurram 1,510 Reputation points Microsoft Vendor

2024-11-21T18:48:38.76+00:00
@Shyamsunder Lodha

Microsoft Purview doesn't currently offer a direct database connector within its workflow designer, we can effectively achieve your goal of logging asset certifications by leveraging Power Automate and a custom API endpoint.

Here's how it works:

Power Automate Trigger: We'll set up a Power Automate flow triggered whenever a new asset certification is created.

Certification Check and Data Extraction: The flow will check if the asset is certified and extract relevant details like requestor ID, asset name, etc.

Data Sending to Custom API: The flow will send this data to a custom API that you've created.

Database Insertion: This custom API will receive the data, connect to your database (e.g., SQL Server, MySQL), and insert the certification details into a designated table.

By combining the power of Power Automate and a custom API, we can ensure that asset certifications are accurately logged in your database, even without a direct database connector within Microsoft Purview.

Hope this helps. Do let us know if you have any further queries!

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