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You can use [workflows](concept-workflow.md) to automate some business processes through Microsoft Purview. Self-service access workflows allow you to create a process for your users to request access to datasets they've discovered in Microsoft Purview.
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Let's say your team has a new data analyst who will do some business reporting. You add that data analyst to your department's collection in Microsoft Purview. From there, they can browse through the data assets and read descriptions about the data your department has available.
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Let's say your team has a new data analyst who will do some business reporting. You add that data analyst to your department's collection in Microsoft Purview. From there, they can browse through the data assets and read descriptions about the data that your department has available.
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The data analyst notices that one of the Azure Data Lake Storage Gen2 accounts seems to have the exact data that they need to get started. Because a self-service access workflow has been set up for that resource, they can [request access](how-to-request-access.md) to that Azure Data Lake Storage account from within Microsoft Purview.
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1. Sign in to [the Microsoft Purview governance portal](https://web.purview.azure.com/resource/) and select the management center. Three new icons appear in the table of contents.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/workflow-section.png" alt-text="Screenshot that shows the management center left menu with the new workflow section highlighted.":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/workflow-section.png" alt-text="Screenshot that shows the management center menu with the new workflow section highlighted.":::
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1. To create new workflows, select **Authoring**. This step takes you to the workflow authoring experience.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/workflow-authoring-experience.png" alt-text="Screenshot that shows the authoring workflows page and a list of all workflows.":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/workflow-authoring-experience.png" alt-text="Screenshot that shows the page for authoring workflows and a list of all workflows.":::
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>[!NOTE]
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>If the **Authoring** tab is unavailable, you don't have the permissions to author workflows. You need the [workflow admin role](catalog-permissions.md).
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1. To create a new self-service workflow, select the **+New** button.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/workflow-authoring-select-new.png" alt-text="Screenshot that shows the authoring workflows page, with the + New button highlighted.":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/workflow-authoring-select-new.png" alt-text="Screenshot that shows the page for authoring workflows, with the New button highlighted.":::
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1. You're presented with categories of workflows that you can create in Microsoft Purview. To create an access request workflow, select **Governance**, and then select **Continue**.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-governance.png" alt-text="Screenshot that shows the new workflow window, with the Governance option selected.":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-governance.png" alt-text="Screenshot that shows the new workflow panel, with the Governance option selected.":::
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1. The next screen shows all the templates that Microsoft Purview provides to create a self-service data access workflow. Select the **Data access request** template, and then select **Continue**.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-data-access-request.png" alt-text="Screenshot that shows the new workflow window, with the Data access request option selected.":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-data-access-request.png" alt-text="Screenshot that shows the new workflow panel, with the data access request template selected.":::
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1. Enter workflow a name and optionally add a description. Then select **Continue**.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/name-and-continue.png" alt-text="Screenshot that shows the new workflow window, with a name entered in the textbox.":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/name-and-continue.png" alt-text="Screenshot that shows the name and description boxes for a new workflow.":::
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1. You're presented with a canvas where the selected template is loaded by default.
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1. Trigger when a data access request is made.
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1. Get an approval connector that specifies a user or group that will be contacted to approve the request.
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Assign Data owners as approvers. Using the dynamic variable **Asset.Owner** as approvers in the approval connector will send approval requests to the data owners on the entity.
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Assign data owners as approvers. Using the dynamic variable **Asset.Owner** as approvers in the approval connector will send approval requests to the data owners on the entity.
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>[!Note]
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> Because entities might not have the data owner field populated, using the **Asset.Owner** variable might result in errors if no data owner is found.
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* If a data source is registered for [data use management](how-to-enable-data-use-governance.md) with the policy:
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1. Create a [self-service policy](concept-self-service-data-access-policy.md).
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1. Send email to the requestor that access is provided.
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1. Send email to the requestor that confirms access.
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* If a data source isn't registered with policy:
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1.Task a connector to assign [a task](how-to-workflow-manage-requests-approvals.md#tasks) to a user or an Azure Active Directory group to manually provide access to the requestor.
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1.Use a connector to assign [a task](how-to-workflow-manage-requests-approvals.md#tasks) to a user or an Azure Active Directory (Azure AD) group to manually provide access to the requestor.
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1. Send an email to requestor to explain that access is provided after the task is marked as complete.
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If the condition to check approval status is rejected, send an email to requestor that the data access request is denied.
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If the condition to check approval status is rejected, send an email to the requestor to say that the data access request is denied.
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1.The default template can be used as it is by populating two fields:
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*Adding an approver's email address or Microsoft Azure Active Directory group in **Start and Wait for approval**Connector
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*Adding a user's email address or Microsoft Azure Active Directory group in **Create task** connector to denote who is responsible for manually providing access if the source isn't registered with policy.
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1.You can use the default template as it is by populating two fields:
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*Add an approver's email address or Azure AD group in the **Start and wait for an approval**connector.
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*Add a user's email address or Azure AD group in the **Create task and wait for task completion** connector to denote who is responsible for manually providing access if the source isn't registered with the policy.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/required-fields-for-template-inline.png" alt-text="Screenshot that shows the workflow canvas with the start and wait for an approval step, and the Create Task and wait for task completion steps highlighted, and the Assigned to textboxes highlighted within those steps." lightbox="./media/how-to-workflow-self-service-data-access-hybrid/required-fields-for-template-expanded.png":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/required-fields-for-template-inline.png" alt-text="Screenshot that shows the workflow canvas with the connector for starting an approval and the connector for creating a task, along with the text boxes for assigning them." lightbox="./media/how-to-workflow-self-service-data-access-hybrid/required-fields-for-template-expanded.png":::
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> [!NOTE]
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> Please configure the workflow to create self-service policies ONLY for sources supported by Microsoft Purview's policy feature. To see what's supported by policy, check the [Data owner policies documentation](tutorial-data-owner-policies-storage.md).
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> Configure the workflow to create self-service policies only for sources that the Microsoft Purview policy supports. To see what the policy supports, check the [documentation about data owner policies](tutorial-data-owner-policies-storage.md).
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>
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> If your source isn't supported by Microsoft Purview's policy feature, use the Task connector to assign [tasks](how-to-workflow-manage-requests-approvals.md#tasks) to users or groups that can provide access.
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> If the Microsoft Purview policy doesn't support your source, use the **Create task and wait for task completion** connector to assign [tasks](how-to-workflow-manage-requests-approvals.md#tasks) to users or groups that can provide access.
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1. You can also modify the template by adding more connectors to suit your organizational needs.
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You can also modify the template by adding more connectors to suit your organizational needs.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/more-connectors-inline.png" alt-text="Screenshot that shows the workflow authoring canvas, with a + button highlighted on the arrow between the two top steps, and the Next Step button highlighted at the bottom of the workspace." lightbox="./media/how-to-workflow-self-service-data-access-hybrid/more-connectors-expanded.png":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/more-connectors-inline.png" alt-text="Screenshot that shows the workflow authoring canvas, with the button for adding a connector and the button for saving the new conditions." lightbox="./media/how-to-workflow-self-service-data-access-hybrid/more-connectors-expanded.png":::
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1. Once you're done defining a workflow, you need to bind the workflow to a collection hierarchy path. The binding (or scoping) implies that this workflow is triggered only for data access requests in that collection. To bind a workflow or to apply a scope to a workflow, you need to select **Apply workflow**. Select the scope you want this workflow to be associated with and select **OK**.
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1. After you define a workflow, you need to bind the workflow to a collection hierarchy path. The binding (or scoping) implies that this workflow is triggered only for data access requests in that collection.
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To bind a workflow or to apply a scope to a workflow, select **Apply workflow**. Select the scope that you want to associate with this workflow, and then select **OK**.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/apply-workflow.png" alt-text="Screenshot that shows the workflow workspace with a list of items on the menu for applying a workflow.":::
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>[!NOTE]
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> Purview workflow engine will always resolve to the closest workflow that the collection hierarchy path is associated with. In case a direct binding is not found, it will traverse up in the tree to find the workflow associated with the closest parent in the collection tree.
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> The Microsoft Purview workflow engine will always resolve to the closest workflow that the collection hierarchy path is associated with. If the workflow engine doesn't find a direct binding, it will look for the workflow that's associated with the closest parent in the collection tree.
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1.By default, the workflow will be enabled. You can disable by selecting the Enable toggle.
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1.Finally select**Save and close** to create and enable the workflow.
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1.Make sure that the **Enable** toggle is on. The workflow should be enabled by default.
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1.Select**Save and close** to create and enable the workflow.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/completed-workflows.png" alt-text="Screenshot that shows the workflow authoring page with the newly created workflow listed among the other workflows.":::
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## Edit an existing workflow
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To modify an existing workflow, select the workflow and then select the **Edit** button. You'll now be presented with the canvas containing workflow definition. Modify the workflow and select **Save** to commit changes.
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To modify an existing workflow, select the workflow and then select the **Edit** button. You're presented with the canvas that contains the workflow definition. Modify the workflow and select **Save** to commit the changes.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-edit.png" alt-text="Screenshot that shows the workflow authoring page, with the Edit button highlighted in the top menu.":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-edit.png" alt-text="Screenshot that shows the workflow authoring page, with the Edit button highlighted on the top menu.":::
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## Disable a workflow
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To disable a workflow, you can select the workflow and then select **Disable**. You can also disable the workflow by selecting **Edit** and changing the enable toggle in workflow canvas then saving.
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To disable a workflow, you can use either of these methods:
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- Select the workflow, and then select **Disable**.
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- Select the workflow, select **Edit**, turn off the **Enable** toggle in the workflow canvas, and then select **Save and close**.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-disable.png" alt-text="Screenshot that shows the workflow authoring page, with the Disable button highlighted in the top menu.":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-disable.png" alt-text="Screenshot that shows the workflow authoring page, with the Disable button highlighted on the top menu.":::
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## Delete a workflow
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To delete a workflow, select the workflow and then select **Delete**.
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-delete.png" alt-text="Screenshot that shows the workflow authoring page, with the Delete button highlighted in the top menu.":::
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:::image type="content" source="./media/how-to-workflow-self-service-data-access-hybrid/select-delete.png" alt-text="Screenshot that shows the workflow authoring page, with the Delete button highlighted on the top menu.":::
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---
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> [!IMPORTANT]
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> This feature is currently in PREVIEW. The [Supplemental Terms of Use for Microsoft Azure Previews](https://azure.microsoft.com/support/legal/preview-supplemental-terms/) include additional legal terms that apply to Azure features that are in beta, preview, or otherwise not yet released into general availability.
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> This feature is currently in preview. The [Supplemental Terms of Use for Microsoft Azure Previews](https://azure.microsoft.com/support/legal/preview-supplemental-terms/) include additional legal terms that apply to Azure features that are in beta, in preview, or otherwise not yet released into general availability.
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