Enroll Document Objects into Workflows

Alation Cloud Service Applies to Alation Cloud Service instances of Alation

Customer Managed Applies to customer-managed instances of Alation

Workflows are managed through the Workflow Center, a feature within the Data Governance App. The Workflow Center is a collaboration hub where users can view, create, and manage data governance workflows.

Workflows in the Workflow Center support change management and approval processes for Document Hubs objects in the catalog (folders and documents). Users can suggest updates to both built-in and custom fields on catalog pages for folder and document objects under specific Document Hubs.

  • Folder workflows trigger when documents are added to a folder

  • Template workflows trigger when documents are created using a template

An object in the catalog can be enrolled in any number of workflows, from none to multiple. If an object belongs to more than one workflow, the oldest workflow takes precedence.

When a user suggests a change:

  • Designated reviewers receive the request in the Tasks tab of their inbox.

  • Reviewers can approve or reject changes individually.

  • Once approved, the changes are applied to the relevant fields and are visible on the Catalog page.

  • For objects enrolled in a workflow, the workflow name appears under Properties on the right side of the object’s page.

Types of Workflow Users

  • Workflow Creators - Users with Server Admin or Catalog Admin roles who can create and deploy change management workflows for Document Hub Objects.

  • Workflow Reviewers - Users assigned as reviewers in the workflow settings. They can review, approve, or reject suggested changes for Document Hub Objects.

  • Other Catalog Users - Users who can suggest changes to Document Hub objects that are part of a workflow.

Supported Workflow Types

Alation currently supports two main types of workflows:

  1. Add Object Request: Use this workflow when a new object needs to be added to the catalog. This workflow can govern the addition of new documents to folders in Doc Hubs.

  2. Change Request: Use this workflow to suggest changes to an existing catalog object that is governed by a workflow. A Change Request can be submitted for modifications to an object’s:

    • Title

    • Description

    • Any other custom fields available on its catalog page.

Supported Document Hubs Object Types and Templates

Starting in 2024.1, if Document Hubs are enabled:

  • Document

  • Folder

  • Document Templates - Available from Alation version 2025.1.5 and it is supported only on Alation Cloud Service.

If Document Hubs are not enabled:

  • Glossary