References → Customizable Workflow Management (Preview)

Customizable Workflow Management for Data Governance provides a visual interface for viewing and customizing data governance workflows, powered by n8n. Data governors and administrators can manage governance workflows directly within Incorta, enabling organizations to tailor governance processes to their specific requirements.

Prerequisites

• Enable Data Governance in the CMC.
• Configure the Workflow Integrations cluster settings in the CMC. Refer to Enable Worfklows on cloud.
• Restart the Analytics service after configuring the Customizable Workflow Management for Data Governance.

Enable Workflows on cloud

To enable this feature on a cloud instance, contact Incorta Support.

Access Workflows

Users with the Data Governor or SuperUser role can access workflows. In the Navigation bar, select Data Governance → Workflows.

Create and configure Workflows

When you first access the Workflows tab, the list is empty. This is expected; no workflows exist until you create one. To get started, open Templates from the left menu and use one of the provided governance templates to create your first workflow.

The following governance templates are available:

Create a workflow using a template

1. Select Data Governance → Workflows → Overview.
2. Locate the desired template card (Update Metadata, Request Asset Approval, Report Quality Issue, or Auto Classification).
3. Select Try template.
4. Follow the template setup wizard, which prompts you to create or select credentials for external systems.
5. Review the pre-built workflow steps and customize as needed.
6. Select Continue to open the workflow in the editor.
7. Configure node parameters to match your environment.
8. Select Publish when ready.

Template configuration

After you select Try template, configure the following settings before publishing. Each template requires different settings depending on the governance action it performs.

Set up Incorta credentials

Most governance templates connect to Incorta using an Incorta credential. You only need to create this credential once. Saved credentials appear in the Credentials tab and can be reused across workflows.

When you configure a template that requires Incorta access, select an existing credential from the Credentials dropdown list, or create a new one.

Request Asset Approval

This template processes access requests submitted by Data Catalog users through Request Access. The request goes through a two-stage approval process, and access is granted only after both approvers approve.

How it works
The workflow emails the first approver and waits for a decision. If approved, it proceeds to the final approver; if rejected at either stage, the requester is notified, and the workflow ends. Once the final approver approves, access is granted, and the requester is notified. Emails are sent at each key step.

Credentials
This workflow requires an Incorta credential. Select an existing one from the Credentials dropdown, or create a new one. For more information, refer to Set Up Incorta Credentials.

Set approvers
Select the First Approval node to define who receives the approval request. You can:

• Add one or more individual email addresses under To, or
• Select one or more user groups under To Group.

Repeat this for the Final Approval and Grant node to set the final-stage approver(s). By default, if no approver is specified for a stage, the request is sent to the asset owners.

Update Metadata

This template manages approval for changes to catalog metadata, such as domains, glossary terms, and certifications, submitted by a Data Catalog user or a user with Edit access. The change is held as a draft until it is reviewed, then either published or rejected.

How it works
When a metadata change is submitted, the workflow records the draft, assigns it for review, and waits for a decision. If the change is approved, the draft is published, and the update takes effect; if it is rejected, the draft is discarded. The requester is notified of the outcome.

Credentials
This workflow requires an Incorta credential. Select an existing one from the Credentials dropdown, or create a new one. For more information, refer to Set Up Incorta Credentials.

Set reviewers
Select the Update Draft Assignee node and select the reviewer group under User Group. The draft is assigned to this group for review.

Auto Classification

This template uses AI to suggest classifications for unclassified glossary terms, helping Data Governors apply classifications efficiently.

How it works
When triggered, the workflow sends the unclassified terms and your available classification definitions to an AI model. The model evaluates each term and returns a suggested classification, which is passed back to Incorta for the governor to review and apply.

Credentials
This workflow requires a Google Gemini (PaLM) API credential. In the credential setup, enter your API Key (see the Google Gemini documentation for how to obtain one). Select an existing credential from the dropdown, or create a new one.

Number of terms per run
The number of terms processed in a single run is controlled by the Auto Classification Workflow Max Count tenant setting (default: 10). For more information, refer to Guides → Workflows Cluster Configuration.

Report Quality Issue

This template enables Data Governors, or any user with at least View access to an asset, to report a data or metadata quality issue. Each reported issue creates a corresponding ticket in Jira for tracking and resolution.

How it works
When a user reports a quality issue in Incorta, the workflow creates a Jira issue with the reported details and returns confirmation to Incorta.

Credentials
This workflow requires a Jira credential. In the credential setup, enter your Jira connection details (see the Jira documentation for how to obtain the required values). Select an existing credential from the dropdown, or create a new one.

Configure the Jira issue
Select the Create an issue node to set where and how the ticket is created. For example, the target Project and Issue Type.