Approval Change Tracking – DRM


DRM can be configured to warn administrators of certain changes, such as changes to specified properties or events like a node’s being moved, by resetting a flag. Several flags, each with different conditions, may be defined. The combination of flags and conditions (or ‘triggers’) is termed an Approval Group.

When an action requiring approval is made by an end-user, the approver will be alerted by the flag property (for which a query may be defined). The approver will acknowledge by setting the flag or taking corrective action if necessary. The convention is that the node is deemed ‘approved’ when the flag is true, and ‘requiring approval’ when false.

Approval Groups are complementary to Change Tracking in that they are configurable, whereas Change Tracking is triggered upon any change to a node. However, Change Tracking captures more detail including the ID of the person making the change and the time & date of the change.

Approval Tracking has been largely superseded by Transaction Requests (and now, Data Governance), which permit changes requiring approval to be grouped as a single entity and allow the request to be validated without committing changes to the Data Relationship Management version. In contrast, Approval Tracking only occurs after the changes have occurred.
Steps-

1. Define the Approval Groups

2. Define the conditions and triggers for each Group

3. Specify the custom properties to be used as flags

4. Enable Approval Group Tracking

5. Restart the DRM Service

6. (Optional) Define Queries for Approvers’ Use
1. Define the Approval Groups

Determine how many Groups will be required and give each one a name, e.g. Sales, Treasury. These names should be entered as a comma separated list (no spaces) into the System Preference ApprovalGroups, e.g. Sales,Treasury

2. Define the conditions and triggers for each Group

The System Preference ApprovalGroupTrackProperties is used to set up the conditions and triggers for each group. For each group, give the Appproval Group name followed by a list of properties you wish to track (comma separated) enclosed by square brackets, e.g. Sales[Descr,Region]. Concatenate the group definitions with commas.

In addition to tracking property changes, Approval Tracking can be configured to react to certain events. A string like {NodeChanged} is added to the property list. The full list of triggers is:

{NodeAdd} – Triggers the Approval Needed mechanism on a node being added
{NodeInactivate} – Triggers the Approval Needed mechanism on a node being inactivated
{NodeReactivate} – Triggers the Approval Needed mechanism on a node reactivated
{NodeInsert} – Triggers the Approval Needed mechanism on a node inserted
{NodeRemove} – Triggers the Approval Needed mechanism on a node removed
{NodeMove} – Triggers the Approval Needed mechanism on a node moved

Example: Sales[SalesGroup,{NodeMoved}],Treasury[AccountDescription,{NodeAdded}],Admin[Descr,{NodeMoved},{NodeRemove},{NodeInsert}]
3. Specify the custom properties to be used as flags

For each Approval Group create a custom property with the following parameters:

DataType: Boolean
Property Level: Global Node
Property Type: Defined
Default Value: True
Then assign the flag to each group by entering a list of <group name>:<flag prop name> pairs as a comma separated list in the System Preference ApprovalPropertyByApprovalGroup

Example: Sales:SalesApprovalFlag,Treasury:TreasApprovedFlag,Admin:AdminApprovedFlag

4. Enable Approval Group Tracking

Set the System Preference UseChangeApproval to True.

5. Restart the DRM Service

6. (Optional) Define Queries for Approvers’ Use

For the convenience of Approvers, for each Approval Group define a Property Query to find the nodes where the relevant Flag property is false.

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