The Campaigns module of the DataGalaxy Data Knowledge Catalog lets you precisely monitor the progress of workflows that you define and customize according to your needs, or of the default workflow suggested by DataGalaxy. This article takes you through every stage, from the creation of a campaign to its completion.
To find out more about the concept of campaigns and workflows, read Introduction to Campaigns & Workflows.
What does the default workflow do?
DataGalaxy offers a default workflow based on status, called DataGalaxy Objects Lifecycle Workflow, to manage objects from their creation to their validation, including revisions and validation checks. It simplifies data management by providing a clear structure for tracking the progress of objects throughout their lifecycle. You can also customize this workflow to meet the specific needs of your organization and adapt it to your internal processes.
This workflow includes four phases:
- Proposed: this phase marks the start of the object life cycle. All objects in this phase must be in Proposed status.
- Revision: corrections, improvements and adjustments can be made to objects to complete them and make them compliant with standards or requirements. All objects in this phase must be in Revision status.
- Validation: in-depth checks are required during this phase to ensure that the objects are compliant. All objects in this phase must be in Validation status.
- Validated: this phase ensures that the objects have been validated and are ready to be used. All objects in this phase must be in Validated status.
How to create a workflow
To create your own workflow, you need DataGalaxy's private APIs, which are accessible via the back-end service. To get started, configure your environment in your API tool. An example of a configured environment is attached to the original article, which you can use as a reference:
| Variable | What to fill in |
|---|---|
| baseUrl | The URL of the DataGalaxy environment you are using: http://<monenv>.datagalaxy.com. Replace <monenv> with the URL specific to your environment. |
| userLogin | Your DataGalaxy username. It lets DataGalaxy identify you when you use the APIs. |
| userPassword | Your DataGalaxy password. It ensures that you have the necessary authorizations to perform the desired actions. |
| clientId | The GUID of your client space, the unique identifier of your client space. You can usually find it in the DataGalaxy URL when you are connected to the target environment. |
| spaceId | The GUID of your workspace, the unique identifier of your workspace. You can also find it in the DataGalaxy URL when you are connected to the target environment. |
To find your client id and space id, refer to this illustration:
In the URL, the first GUID after /space/ is your client id and the second one is your space id.
Once you have set up your environment, you can start creating your workflow. Two Postman example collections are attached to the original article. They contain the essential routes required to configure the example workflow described in Introduction to Campaigns & Workflows. They are a solid starting point for understanding and implementing the actions required to create your workflows, with pre-configured queries to interact with DataGalaxy and customize your workflows.
In the DataGalaxy Campaigns collection, you can configure your workflow (at workspace level) and define the operating rules of a process based on the following concepts:
- Object attribute: an element on which checks can be applied to trigger transitions. Often, this attribute is a status that lets you track the progress of the campaign in detail at the level of each object.
- Campaign phases: stages designed to monitor the overall progress of the campaign. Each phase represents a specific stage of the campaign, giving an overview of its evolution.
- Transitions: define the sequences for moving from one phase to another and specify the conditions required to activate them. They describe the possible routes that objects in the campaign can take, depending on their current status and the rules defined, and it is also possible to return to a previous phase if necessary. This ensures that the campaign progresses efficiently and in accordance with the defined requirements.
- Individuals: teams, roles or specific users designated as responsible for carrying out certain tasks during a given phase. Within the workflow, clearly identified people or entities are responsible for specific actions at specific stages of the process.
At this stage, you should have completed the creation of your workflow, which prepares you to create your first campaign.
How to create a campaign
Once your workflow has been created, you can start a new campaign. Unlike workflows, campaign creation can be done directly in the platform and is part of the role of a Data Steward.
As a Data Steward, you need a Steward license and administrator access to the workspace. You can create a new campaign to monitor the certification process for objects in your data catalog. When creating the campaign, you need to provide the name, the workflow (created beforehand via the API, or the default workflow) and a description. These details are crucial for identifying and managing your campaigns. In addition, the system automatically records the campaign creator and the time of its creation for complete traceability.
- Access the Campaigns module from the sidebar.
- Click the Add a new campaign button or the (+) button at the top right of the screen.
- Fill in the required information.
- Click Create. You are automatically redirected to the campaign details screen, where you will find the full list of information relating to that campaign.
If you have a Steward-level license and administrator rights, you can change the campaign name and description.
How to add objects to a campaign
As a Data Steward, the next step is to define the scope of objects to be certified. In the campaign's Objects tab, you can add the elements related directly to the campaign. This lets you enrich your campaign by associating the objects that are relevant to it.
- Go to the Objects tab.
- Click the Add objects button or the (+) button at the top right of the screen.
- Select the objects of your choice from the menu.
- Click the Add button. The objects are added to the campaign.
You can add objects from any module to your campaign, and you can add objects while the campaign is running, as long as it hasn't been completed.
All Stewards administering the workspace can add or remove the items included in the campaign.
Once you have defined the selection of objects to certify or validate, your teams are ready to provide the necessary information for each object. One option is to assign a specific team to each phase when configuring the workflow via the API.
How to add objects in bulk
You can also add objects to a campaign in bulk, from the tabular views of the 4 modules:
- Access a module.
- Access the tabular view.
- Apply the filters of your choice to find the objects you're interested in.
- Click the burger menu at the top right of the screen.
- Click Add selection to a campaign or Create a new campaign with the selection.
If you choose Add selection to a campaign, all selected objects are added to an existing campaign. If you choose Create a new campaign with the selection, the system suggests creating a new campaign in this workspace.
How does a campaign run?
The example below uses the default DataGalaxy objects lifecycle workflow. This campaign focuses on the validation of objects in DataGalaxy, based on the statuses proposed, in revision, in validation and validated.
In this workflow, the assignees of each phase are automatically defined based on the Stewards of the objects selected in the campaign.
The assignees receive automatic notifications, both in the application and by email, informing them of their responsibilities in each phase of the campaign.
When all the objects have met the criteria and requirements of the current phase, the Steward can move the campaign on to the next phase: click the current phase button at the top right of the campaign (for example In review Phase) and choose the transition (for example Start Validation → In validation Phase). Those assigned to the phase are notified again.
When the whole process has been completed and all the objects involved in the campaign have met the criteria and requirements set, they can be considered "Validated". At this stage, the Steward can close the campaign.
Closing the campaign is the final phase of the certification process. It indicates that all the goals and checks set have been successfully completed, which means the certified objects are ready to be used with complete assurance. This step ensures that the campaign has achieved its purpose, that the data is correct and that all stakeholders can trust the integrity of the certified objects within DataGalaxy.
Stewards are notified of the end of the campaign by email and in the application's notification center.
Completed campaigns can be accessed in the Closed tab of the Campaigns module (running campaigns are in the Active tab). At this stage, you can no longer make changes to campaign objects or information: the associated data and configurations are frozen to ensure the integrity of the certification/validation.
Which bugs are known in this beta?
As with any beta release, this one may contain bugs and imperfections. We are aware that these issues may affect your day-to-day use of the feature, and we are committed to fixing them quickly.
- If you select objects from a module's tabular view and try to add them to an existing campaign, but one or more of them are already in the campaign, an error message is displayed. You must remove the objects already in the campaign from the selection to continue.
- If you delete a team or users assigned to a workflow, the workflow becomes unusable.
- If you delete an attribute or attribute value used in a workflow configuration, the workflow becomes unusable.