ISA

Configure Workflow Templates

Workflow emails are sent to users that contain information about data that failed IS rules. The information can be accessed through:

An attachment to the email in the form of an Excel file

A summary email with a table listing the rules and number of failed records for each rule for a project distribution

An email with a link to the information in the ISA and a link to the scorecard in IS to view the progress of error resolution.  

Refer to Attachments and Summaries for more information.

A user’s workflow options set the type of email each user will receive. Refer to Configure Workflow Options for more information.

The types of templates for workflows that can be configured are:

  • A generic template for attachment emails set at the parameter level
  • A generic template set for summary emails at the parameter level
  • A template for attachment emails at the project level
  • A template for attachment emails at the project distribution level

NOTE: Summary workflows are sent at the user level only. Summary emails will not be sent to all users in a project distribution, unless all users in that project distribution have selected to receive summaries as a workflow option.

NOTE: Workflow email templates can be configured at the parameter, project, or project distribution level to allow emails to be customized for all users in the ISA, all users in a project, or all users in a project distribution.

NOTE: When the ISA applies templates, a user’s project distribution-level template is applied by default. If no project distribution-level template exists, the project template is applied. If no project-level template exists, the parameter-level template is applied to the user’s workflow template.

NOTE: If the templates at the parameter, project distribution and project level are deleted (an unlikely scenario), a template is installed with the platform that can be used. This template’s language is English and the language cannot be changed (i.e., the template cannot be translated).

Attachments and Summaries

A workflow email can contain an attachment in Excel 2007 or later (.xlsx) format that lists all the failed data records for each rule. Each worksheet displays data for one run, one rule and one table. Workflow emails with attachments are sent at the project distribution level. No emails are sent with attachments for all failed rules in a project.

A workflow email can also contain only a summary table listing the rules and number of failed records for each rule for a project distribution.

NOTE: Summary workflows are sent at the user level only. Summary emails will not be sent to all users in a project distribution, unless all users in that project distribution have selected to receive summaries as a workflow option.

Whether a user receives an attachment or a summary email (or no email) is set using the WORKFLOW OPTION setting on the Users page. Refer to Configure Workflow Options for more information.

The workflow emails also contain a link to the scorecard in Information Server for the associated rule(s). Refer to Access Scorecards for more information.

If the server or port name changes for the IS installation, use the Information Steward Settings tab on the Parameters page to enter the new information and update the project scorecard link. Refer to Update the Scorecard Link for more information.

NOTE: If a rule has no failed records, the rule does not display in workflow emails or in the Excel file attached to workflow emails.

NOTE: If a rule is bound to a single table on multiple fields, each binding will generate a spreadsheet to send as an attachment to users in the project distribution. The spreadsheet will contain data that failed the rule for each field-table combination.

NOTE: If a rule has no failed records, the rule does not display in workflow emails or in the Excel file attached to workflow emails.

Configure Workflow Templates at the Parameter Level

Workflow emails are sent to users that contain reports about data that failed IS rules. 

When the ISA applies templates, a user’s project distribution-level template is applied by default. If no project distribution-level template exists, the project template is applied. If no project-level template exists, the parameter-level template is applied to the user’s workflow template.

The types of templates for workflows that can be configured at the parameter level are:

  • A generic template for attachment emails set at the parameter level
  • A generic template set for summary emails at the parameter level

NOTE: Templates for attachment emails can also be added at the project or project distribution levels. A template for summary emails can only be set at the parameter level.

NOTE: Summary workflows are sent at the user level only. Summary emails will not be sent to all users in a project distribution, unless all users in that project distribution have selected to receive summaries as a workflow option.

The workflow template a user receives depends on whether that user belongs to a  project distribution that has a template assigned. If a template is configured at the project distribution  level, all users in the project distribution will receive emails based on the project distribution template. If a template is not configured at the project distribution level, but is configured at the project level, users in the project distribution will receive emails based on the project template.

To configure generic workflow templates at the parameter level:

  1. Select Information Steward Accelerator >Configuration > Parameters in the Navigation pane.
  2. Click the Attachment Settings tab.

  3. Click Attachment Workflow Translation.

  4. Click Edit.

    View the field descriptions for the Workflow Template page.

  5. Select the language that will be used for the email message that includes an attachment from the LANGUAGE ID field. Refer to Create Language-specific Workflow Email Templates for more information.

    NOTE: Users can access the information on the report through an attachment, a summary, or links depending on the user’s workflow attachment options.  Refer to Configure Workflow Options for more information.

  6. Update the text that will appear in the subject of the email as needed in the SUBJECT field.

    NOTE: A value preceded and followed by # is a dynamic substitution value for replacement at run time. For example, the #NAME# field will be replaced with the user name of the user receiving the workflow email. The available replacements for Summary emails are #CURRENTDATE#, #NAME#, #SUMMARYTABLE#, though only #CURRENTDATE# and #NAME# are available for Summary email subject lines.  The available replacements for Attachment emails are #PROJECT#, #DISTRIBUTION#, #CURRENTDATE#, #NAME#, #OWNERNAME#, #OWNERPHONE#, #OWNEREMAIL#, #SUMMARYTABLE#, #SCORECARDLINK#, though only #PROJECT# and #DISTRIBUTION# are available for Attachment email subject lines.

  7. Update the text that will appear in the body of the email as needed in the BODY field.

    NOTE: A value preceded and followed by # is a dynamic substitution value for replacement at run time. For example, the #NAME# field will be replaced with the user name of the user receiving the workflow email.

  8. Click Save.
  9. Click the Back button on the browser to return to the Parameters page.

  10. Click the Summary Settings tab.

    NOTE: Users can access the information on the report through an attachment,a summary or links depending on the user’s workflow attachment options.  Refer to Configure Workflow Options for more information.

  11. Click Summary Workflow Translation.

  12. Click Edit.

    View the field descriptions for the Workflow Template page.

  13. Select the language that will be used for the email message that contains a summary from the LANGUAGE ID field. Refer to Create Language-specific Workflow Email Templates for more information..

  14. Update the text that will appear in the subject of the email as needed in the SUBJECT field.

    NOTE: A value preceded and followed by # is a dynamic substitution value for replacement at run time. For example, the #NAME# field will be replaced with the user name of the user receiving the workflow email.

  15. Update the text that will appear in the body of the email as needed in the BODY field.

    NOTE: A value preceded and followed by # is a dynamic substitution value for replacement at run time. For example, the #NAME# field will be replaced with the user name of the user receiving the workflow email.

  16. Click Save.

Configure Workflow Templates at the Project Level

Workflow emails are sent to users that contain reports about data that failed IS rules. 

Workflow templates for attachment emails can be configured at the project level. Templates for summary emails can be configured at the parameter level only.

NOTE: For all template levels (parameter, project and project distribution),  do not configure multiple attachment templates in the same language for the same project.

When the ISA applies templates, a user’s project distribution level template is applied by default. If no project distribution level template  exists, the project template is applied. If no project level template exists, the parameter level template is applied to the user’s workflow template.

To configure a workflow template at the project level:

  1. Select Information Steward Accelerator >Configuration > Project Summary in the Navigation pane.
  2. Click the Workflow Template for a project.

  3. Click Edit.

    View the field descriptions for the Workflow Template page.

  4. Select the language that will be used for the email message from the LANGUAGE ID field. Refer to Create Language-specific Workflow Email Templates for more information.

    NOTE: Users can access the information on the report through an attachment, a summary, or links depending on the user’s workflow attachment options.  Refer to Configure Workflow Options for more information.

  5. Update the text that will appear in the subject of the email as needed in the SUBJECT field.
  6. Update the text that will appear in the body of the email as needed in the BODY field.
  7. Click Save.

Configure Workflow Templates at the Project Distribution Level

Workflow emails are sent to users that contain reports about data that failed IS rules.  All attachment emails will be sent at the project distribution level (i.e., all users in the project distribution will receive attachment emails).

Multiple workflow templates for attachment emails can be configured at the project distribution level. Templates for summary emails can be configured at the parameter level only.

NOTE: For all template levels (parameter, project and project distribution), do not configure multiple attachment templates in the same language for the same project.

When the ISA applies templates, a user’s project distribution-level template is applied by default. If no project distribution level-template exists, the project template is applied. If no project level-template exists, the parameter-level template is applied to the user’s workflow template.

To configure a workflow template at the project distribution level:

  1. Select Information Steward Accelerator >Configuration > Project Summary in the Navigation pane.
  2. Click the Distributions for a project.
  3. Click Filters for a project distribution.

  4. Click Edit.

    View the field descriptions for the Workflow Template page.

  5. Select the language that will be used for the email message from the LANGUAGE ID field. Refer to Create Language-specific Workflow Email Templates for more information..

    NOTE: Users can access the information on the report through an attachment, a summary, or links depending on the user’s workflow attachment options.  Refer to Configure Workflow Options for more information.

  6. Update the text that will appear in the subject of the email as needed in the SUBJECT field.
  7. Update the text that will appear in the body of the email as needed in the BODY field.
  8. Click Save.