Create and manage business workflows

    A business workflow defines the stages a governance request passes through before the requested access is granted. ManageEngine SecureAI includes default business workflows. Add more workflows for any team, application, or type of access that needs a closer review. Edit a workflow when your review process changes, and delete the ones you no longer use.

    How a business workflow is applied to a request

    A workflow takes effect only through a governance assigning rule. A governance assigning rule shows only the stages its workflow includes. If the workflow has no Executor stage, the rule has no execution stage to configure. The rule then sets which technicians handle each stage. A technician is eligible for a stage only if they hold the matching workflow role. More than one rule can use the same workflow. Editing a workflow changes the stages for every rule that uses it. You cannot delete a workflow while any rule uses it.

    Prerequisites

    • Log in as a Super Admin, as a help desk technician assigned the built-in Governance Manager role, or as a technician assigned any role that includes the Governance Assigning Rule permission.
    • The technicians who will handle each stage must already hold the matching workflow role in Delegation.
    • You must have at least one Governance Assigning Rule, since a workflow is created from within a rule.
    Note:
    • You cannot clear the requester stage, and you must select at least one of the other three stages.
    • You can add up to five reviewers and up to five approvers.
    • You cannot delete a workflow while a Governance Assigning Rule uses it.
    • You cannot edit or delete the default business workflow.
    • Saving a workflow does not grant or revoke access.

    Configuration instructions

    1. Navigate to Governance > Access Certification > Governance Assigning Rule.
    2. Click Add New Rule to build a rule around a new workflow, or click the edit icon for the rule whose workflow you want to change.
    3. From the Business Workflow drop-down menu, click Create Business Workflow.
    4. Enter a Name and Description for the workflow.
    5. In the Workflow Stages field, select or clear each of the three stages after the requester stage. Every workflow starts with a request raised by a technician holding the requester workflow role. You cannot clear this stage.
      • Leave Reviewer selected to have a request assessed and commented on before it is authorized, and clear it to pass the request on without assessment.
      • Leave Approver selected to have the request authorized after assessment, and clear it where assessment alone is enough.
      • Leave Executor selected to have the approved action carried out at a stage of its own. Clear it to stop the workflow at approval, with no separate execution stage.
    6. Click Save. The workflow is then available on the Governance Assigning Rule page via the Business Workflow drop-down menu.

    Edit a business workflow

    1. To edit a workflow, click the edit icon beside it under the Business Workflow drop-down menu.

    Delete a business workflow

    1. To delete a workflow, click the delete icon beside it under the Business Workflow drop-down menu.

    Tips

    • Match the depth of a workflow to what the access can do. Extra reviewers and approvers slow every request down, so keep them for sensitive data or critical systems.
    • Count the technicians holding each workflow role before assigning more than one reviewer or approver to a stage. A stage that asks for more technicians than are available leaves requests sitting unanswered.