Work with Asset Versions and the Endorsement Workflow

The Knowledge Tier uses a Versioning and Endorsement Workflow system to create governance of core assets and to perform auditing of asset review.

As an Author, Business Admin or Administrator user, you can create and publish the following assets using an endorsement workflow:

  • Terms

  • Policies

  • Rules

Each of these assets are initially created as draft versions with a status of Candidate and must move through the endorsement workflow before they can be published.

NOTE: If you have permission to edit the asset, you can delete it, whether it has been published, is in review status, or is in draft status. All published versions and the draft version of the asset are deleted, and this action cannot be undone. To delete the asset, click the . . . menu and select Delete [Asset Type].

As assets move through the workflow, statuses indicate where the asset is in the review process.

Asset statuses are:

  • Candidate—Asset has not been moved to Review. Details are still being defined. Asset is a draft and can be edited.

  • Review—Asset is being reviewed by reviewers defined in the custom workflow. Asset is a draft and cannot be edited.

  • Accepted—Threshold met; all required reviewers have endorsed, and the asset is accepted. Asset is published and cannot be edited.

  • Contested—A reviewer has contested the asset. Asset is a draft and can be edited.

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This topic contains the following sections:

Work With a Draft Version of an Asset

An asset (a term, a rule or a policy) is available for editing when it is a draft version in Candidate status.

NOTE: All editable assets have the Candidate status as a search filter, so you can find your Contested assets among your Candidate assets on the Search Results page.

If you are an Administrator, Business Admin or Author user, you can create a draft version in Candidate status. Viewer users can access draft versions of assets, but they cannot update them.

NOTE: An asset can have only one draft version. The + icon above the Version list box is dimmed until the asset is published.

A draft version of the asset, with a status of Candidate, contains proposed changes to an asset and is created when:

  • You copy a published or historic version of an asset. Refer to Copy an Asset to Create a New Version of an Asset for more information.

  • You create a relationship between a draft version of an asset and a draft or published version of another asset. A relationship for a governed asset (terms, rules and policies) only displays on the destination asset detail page once the asset is published. A relationship for systems and data sets displays on the destination asset detail page as soon as the relationship is added. Refer to Add a Relationship to an Asset for more information.

When you initially create a term, policy or rule and save it, it is automatically saved as the first version, or V1 Draft of that asset, with the saved date visible in the Version list box on the asset detail page. The asset is automatically set to Candidate status.

You can view additional details about the draft, including the name of the user who created the draft, and the date and time the draft was created, by clicking the View More link beneath the Version list box. The first draft of an asset has the description “Original Version.”

When you search for an asset, the latest version of that asset is returned in results. This could be a draft or published version of an asset.

After you have completed editing the draft version of the asset, you must configure the custom workflow, indicating which users must review the draft. After the endorsement workflow is configured, you can then send the asset for review.

Configure the Custom Workflow and Send for Review

NOTE: If you would like to receive notifications when an asset is reviewed, enter your name in the Assigned To list box. To make yourself the assignee, you must remove the existing assignee if there is one.

After configuring the details for a draft asset in Candidate status, on the Overview tab, click the Config Approval Flow button to configure the endorsement flow for this asset. The Endorsement Flow panel on the right shows the approval threshold which is set at 51 and cannot be updated. You can set users to review the asset, and whether those users are required. Reviewers help get the asset business ready and can provide feedback and endorse or contest an asset.

An asset must have at least one reviewer to move through the endorsement flow.

To add or remove reviewers and send the asset for review:

  1. Click the + icon next to the Reviewers label.

  2. Click the check box next to the user name.

    NOTE: You can use the text box as a search field for users.

  3. Click Send for Review.

The asset’s status is then Review. You can add comments to an asset that is in Review status, but you cannot edit any other settings.

You can view the settings for the custom workflow while an asset is in Review status by clicking the View Endorsement Workflow link. However, you cannot update the custom workflow while the asset is in Review status.

Reviewers receive a notification when an asset is waiting for their review. Assignees and sponsors also receive a notification that the asset has moved to Review status.

Cancel a Review

You may need to cancel a review because an asset requires review from a user who is no longer in the system.

If you are an Admin or Business Admin, you can cancel a review when the asset is in Review status. The asset returns to Candidate status.

To cancel the review:

  1. Click the Cancel Review button.

  2. Add a comment and click Done.

Review an Asset

As a reviewer of an asset, you can update the status of the asset by endorsing or contesting it.

NOTE: The assets that go through the endorsement process are terms, policies and rules.

When the asset details are defined, and the asset is sent for review, reviewers receive notifications requesting their review.

While in Review status, the asset is considered a draft and cannot be edited.

Contest an Asset

If a reviewer contests an asset that is in Review status, the asset is moved to Contested status and the color of the Status icon changes to reflect that it has been contested. The reviewer who contests the asset must complete a comment which is added to the comment field for that version of the asset. All reviewers receive notification by email and in the Notifications section of the Guidance panel, depending on their user settings. Additionally, sponsors, assignees, and the user who sent the asset for review (if that user assigned themself to the asset) also receive a notification that the asset has been contested.

The contested asset remains as a draft version, now in Contested status , and must go through the endorsement workflow again. The asset can be edited.

Endorse an Asset

If a reviewer endorses an asset, it is moved to Accepted status when:

  • An endorsement threshold is met, which is when the majority of reviewers have endorsed the asset

  • All required reviewers have endorsed the asset

When an asset is moved to Accepted status, a version of that asset is published. Refer to Work With the Published Version of an Asset for more information.

Asset statuses are:

  • Candidate – Asset has not been moved to Review. Details are still being defined.

  • Review – Asset is being reviewed by reviewers defined in the custom workflow.

    NOTE: All reviewers, sponsors and assignees are notified within the Knowledge Tier and by email, depending on their user settings, when the asset is in review.

  • Accepted – Threshold met; all required reviewers have endorsed, and the asset is accepted.

    NOTE: All reviewers, sponsors and assignees are notified within the Knowledge Tier and by email, depending on their user settings, when the asset is accepted.

  • Contested - A reviewer has contested the asset.

NOTE: All reviewers, sponsors and assignees are notified within the Knowledge Tier and by email, depending on their user settings, when the asset is contested.

To review an asset:

  • To endorse the asset, click Endorse in the endorsement notification.

  • To contest the asset, click Contest in the endorsement notification, enter a Comment, and then click Done.

NOTE: This changes the asset’s status to Contested. The comment is added to the Comments section for the draft version of the asset. A user must start the process again by resending the assets for review.

Work with the Published Version of an Asset

After a version of an asset is published, it cannot be updated; however, you can add a comment to the asset. The comment is associated with that published version of the asset only.

Versions are published iteratively, so the first time the asset is published, the asset’s version is version 1. The date the reviewer accepted the asset is included.

No users can change a published version of an asset. To make changes you must create a new draft copy of the asset.

Refer to Copy an Asset to Create a New Version of an Asset for more information.

Copy an Asset to Create a New Version of an Asset

An asset (term, policy or rule) can be created based on a copy of a published asset. The copy of the asset will be a draft, and will be in Candidate status. Only one draft of an asset can exist at a time.

If you have the Administrator, Business Admin or Author permissions you can create a draft of an asset from a published asset.

You must create a new draft version of a published asset to update any of the asset’s details and relationships. When defining an originating relationship, the asset must be in a draft status. Comments are the exception, and can be added to a version with no change to that asset’s version. Refer to Comment on an Asset for more information.

To create a draft asset based on a copy of a published asset:

  1. Click the + icon above the Version list box.

  2. Select the version from the Copy From list box.

NOTE: Published versions and historic versions are available. The latest published version of the asset is selected by default, but you can choose a historic version to create a copy as well.

  1. Enter a description of the version in the Version Description field or retain the default.

  2. Click Save.

View Historic Versions of an Asset

All users can view the draft, published, and historic version of an asset. If there is more than one published version of an asset, the current version is the published version and the older version(s) are the historic versions. An asset displays the date range that the historic version applied to in the Version list box.

To view the historic version, select it from the Version list box.

View the Endorsement Workflow Review History

All users can view a log that displays how an asset moved through the endorsement workflow. For each version of an asset, all statuses display, along with any comments included with a Contested asset. Click the status link (Accepted, Published, Contested) for additional information about the review.

To view the review response history, click the . . . menu and select View Review History.

NOTE: The View Review History option does not display if:

  • The asset contains a single version that is in Draft status and

  • No review has been started and

  • No previous version of the asset exists