Workflows are sets of instructions that execute against a data source that Discover is configured to manage. Workflows might perform such functions as reporting on sensitive data, identifying emails that have exceeded a certain age, or identifying attachments over a certain size. In addition to reporting, workflows can also be designed to move, copy, or delete data. Policies assign workflows to specific users or servers and set the schedules for when they execute. While workflows must reside in the Discover service they can be developed and edited locally using the Workflow Builder application.
Clicking on the workflows option under the Data Governance module will display a list of all currently defined workflows.
The details available from this view describe the workflows and the number of policies using the workflow.
Description – The user assigned name of the workflow
Updated – The last date and time the workflow was updated
Usage - The number of Policies where the workflow is employed
Comments - Optional user description of the workflow
Data Sources - The Data Source the workflow executes on
The toolbar offers the following buttons:
Import - access the workflow template store for sample workflows and import them to your list
View Workflow – Displays the workflow structure and details
View Policies – Displays the policies that employ the selected workflow
Delete Workflow - Removes the workflow
Export to CSV – Generates a CSV file of the list of workflows
Import - Import public workflows
Delete - Delete the selected workflows
View Workflow - Opens the workflow for viewing
View Policies - Displays the polices that are using this workflow
Viewing a Workflow
To view a workflow select the Description link for the workflow, or select the checkbox for the workflow, then select the More button, followed by View Workflow.
Once open, clicking on a sequence or a step in the left-hand window displays the details of that sequence or step in the right-hand window. Listed below are the descriptions for the detail view:
Context Label – The context, or level, at which this step occurs.
Type – The step type (action, decision, goto, loop, or process).
Label - The label, or brief user description, of this step.
Description - A detailed description of what this step performs.
Called by - Only displays for sequences details. The called by lists the step that starts this sequence.
Previous Step - The step (if any) that occurred prior to the current step within the same context.
Calls Sequence - The next sequence called from this step (if any).
Timeout - What step should be taken should the current process step fail to execute within the timeout period. (Not shown for other step types).
Parameters - Shows the details of the parameters in decision, or action steps or other steps that use parameters.
Decision - The details of the decision in a loop step. (Not shown for other step types).
Next Steps - The next step to occur (if any), in the current context, following the execution of the current step.
Filter - Lists any filtering conditions, such as limiting processing to only those items that match a given condition (in this example, the limit the processing to only those Mailboxes whose name contains the word “Jeff”).