¶ My Task List
The My Task List interface is a centralized hub for managing all access Task List and data product review workflows. It provides separate views for incoming Task List requiring your action and outgoing Task List you've submitted.
¶ Overview
What are Task List?
Elementrix supports two types of Task List:
- Access Task List: Task List to access data products via applications
- Review Data Product Task List: Task List for governance approval to publish data products
Two-Tab Interface:
- Inbox: Task List pending your approval or action
- Outbox: Task List you've created and submitted
¶ Accessing My Task List
Navigation:
- Main Menu → My Task List
- Or directly:
/my-requests
Permissions Required:
- All authenticated users can access My Task List
- View permissions based on role and involvement
¶ Inbox (Pending Approvals)
The Inbox tab displays Task List that require your action as an approver.
¶ Inbox Overview
My Task List
┌─────────────────────────────────────────────────────────────┐
│ [Inbox (5)] [Outbox (12)] │
├─────────────────────────────────────────────────────────────┤
│ │
│ Filter: [All Statuses ▼] Search: [___________] [🔍] │
│ │
│ Task List Pending Your Approval: 5 │
│ │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ACCESS REQUEST ││
│ │ Data Product: Customer Transaction History ││
│ │ Requested by: john.doe@company.com ││
│ │ Application: Analytics Dashboard ││
│ │ Status: ⚠️ Pending ││
│ │ Request Date: 2025-01-25 10:30 UTC ││
│ │ Justification: Required for monthly revenue analysis ││
│ │ ││
│ │ Current Step: Step 2 of 3 - Data Owner Approval ││
│ │ Progress: [████████░░░░░░] 66% ││
│ │ ││
│ │ [View Details] [Approve] [Reject] [Send Back] ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ REVIEW DATA PRODUCT ││
│ │ Data Product: Sales Performance Metrics ││
│ │ Submitted by: jane.smith@company.com ││
│ │ Status: ⚠️ Pending ││
│ │ Submitted: 2025-01-24 14:15 UTC ││
│ │ ││
│ │ Requesting: Governance Approval to Publish ││
│ │ ││
│ │ [View Details] [Approve Product] [Reject] [Send Back] ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ ... (3 more Task List) │
│ │
│ Rows per page: [10 ▼] Showing 1-5 of 5 [< 1 >] │
└─────────────────────────────────────────────────────────────┘
¶ Access Request Details (Inbox)
Click "View Details" to see complete request information:
Access Request Details:
Request Information:
Request ID: #AR-12345
Type: Access Request
Status: ⚠️ Pending Your Approval
Created: 2025-01-25 10:30 UTC
Last Updated: 2025-01-25 11:15 UTC
Data Product:
Name: Customer Transaction History
Domain: Finance
Owner: alice.williams@company.com
Requester Information:
Name: John Doe
Email: john.doe@company.com
Department: Analytics
Role: Data Analyst
Application:
Name: Analytics Dashboard
Type: Web Application
Application ID: APP-789
Access Details:
Level of Access: FULL
Requested Fields: All fields (25 columns)
Justification: Required for monthly revenue analysis
and quarterly financial reporting
Approval Workflow:
Total Steps: 3
Current Step: 2 (Data Owner Approval)
Progress: 66% complete
Step 1: Data Steward Review ✓ Approved
Reviewer: bob.johnson@company.com
Date: 2025-01-25 10:45 UTC
Comments: "Verified business need and compliance"
Step 2: Data Owner Approval ⚠️ Pending (You)
Assigned to: You (alice.williams@company.com)
Waiting since: 45 minutes
Step 3: Final Governance Review ⏳ Not Started
Assigned to: governance@company.com
Comments and History:
- 2025-01-25 10:30: Request submitted by John Doe
- 2025-01-25 10:45: Approved by Bob Johnson (Step 1)
- 2025-01-25 11:15: Awaiting your approval (Step 2)
[Approve] [Reject] [Send Back] [Close]
¶ Approval Actions
Approve Request:
Approve Access Request
You are approving access to:
Data Product: Customer Transaction History
For: Analytics Dashboard (john.doe@company.com)
Access Level: FULL
Optional Comments:
┌─────────────────────────────────────────────────────────┐
│ [Approved. Access granted for quarterly reporting.] │
│ │
│ │
└─────────────────────────────────────────────────────────┘
☑ Notify requester via email
☑ Proceed to next approval step automatically
[Cancel] [Confirm Approval]
Reject Request:
Reject Access Request
⚠️ This will reject the entire request
Reason for Rejection (Required):
┌─────────────────────────────────────────────────────────┐
│ [The requested data contains PII that requires │
│ additional compliance training. Please complete │
│ data privacy training before resubmitting.] │
│ │
└─────────────────────────────────────────────────────────┘
☑ Notify requester via email
☑ Provide training resources link
[Cancel] [Confirm Rejection]
Send Back Request:
Send Back Request
Return to: [Previous Step ▼]
Options:
- Previous Step (Data Steward Review)
- Requester (for modifications)
Comments (Required):
┌─────────────────────────────────────────────────────────┐
│ [Please clarify the business justification and │
│ provide expected data volume estimates.] │
│ │
└─────────────────────────────────────────────────────────┘
☑ Notify recipient via email
[Cancel] [Send Back]
¶ Review Data Product Details (Inbox)
Review Data Product Request:
Request Information:
Request ID: #RP-67890
Type: Review Data Product
Status: ⚠️ Pending Governance Review
Submitted: 2025-01-24 14:15 UTC
Last Updated: 2025-01-25 09:00 UTC
Data Product Information:
Name: Sales Performance Metrics
Domain: Sales
Owner: jane.smith@company.com
Classification: INTERNAL
Update Frequency: Daily
Submitted By:
Name: Jane Smith
Email: jane.smith@company.com
Department: Sales Operations
Role: Data Product Owner
Request Details:
Action: Publish Data Product
Current State: IN_REVIEW
Target State: PUBLISHED
Product Summary:
Schema Fields: 18
Semantic Terms: 12 mapped
Quality Checks: 5 configured
Workflow: Standard 2-step approval
Governance Checklist:
✓ Schema properly defined
✓ Semantic mappings complete
✓ Quality attributes configured
✓ Access workflow defined
✓ Documentation complete
✓ No PII detected
⚠️ Awaiting final approval
Review History:
- 2025-01-24 14:15: Submitted by Jane Smith
- 2025-01-24 16:30: Sent back for schema updates
- 2025-01-25 09:00: Resubmitted with corrections
- 2025-01-25 11:30: Awaiting your review
[View Product Details] [Approve Product] [Reject] [Send Back]
Approve Data Product:
Approve Data Product for Publishing
You are approving the publication of:
Data Product: Sales Performance Metrics
Owner: Jane Smith
Domain: Sales
This will change the product status to: PUBLISHED
Optional Comments:
┌─────────────────────────────────────────────────────────┐
│ [Approved for publication. All governance requirements │
│ met. Recommend quarterly review of access patterns.] │
│ │
└─────────────────────────────────────────────────────────┘
☑ Notify product owner
☑ Notify domain owner
☑ Publish to marketplace immediately
[Cancel] [Approve and Publish]
¶ Outbox (My Submitted Task List)
The Outbox tab shows all Task List you've created and their current status.
¶ Outbox Overview
My Task List
┌─────────────────────────────────────────────────────────────┐
│ [Inbox (5)] [Outbox (12)] │
├─────────────────────────────────────────────────────────────┤
│ │
│ Filter: [All Statuses ▼] Search: [___________] [🔍] │
│ │
│ My Submitted Task List: 12 │
│ │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ACCESS REQUEST ││
│ │ Data Product: Customer Transaction History ││
│ │ Application: Analytics Dashboard ││
│ │ Status: ⚠️ In Progress ││
│ │ Request Date: 2025-01-25 10:30 UTC ││
│ │ Pending With: alice.williams@company.com ││
│ │ ││
│ │ Current Step: Step 2 of 3 - Data Owner Approval ││
│ │ Progress: [████████░░░░░░] 66% ││
│ │ ││
│ │ [View Details] [Cancel Request] ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ACCESS REQUEST ││
│ │ Data Product: Marketing Campaign Analytics ││
│ │ Application: Reporting Tool ││
│ │ Status: ✓ Approved ││
│ │ Request Date: 2025-01-20 09:15 UTC ││
│ │ Approved: 2025-01-22 14:30 UTC ││
│ │ ││
│ │ [View Details] [Access API Docs] ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ACCESS REQUEST ││
│ │ Data Product: HR Employee Data ││
│ │ Application: People Analytics ││
│ │ Status: ✗ Rejected ││
│ │ Request Date: 2025-01-18 11:00 UTC ││
│ │ Rejected: 2025-01-19 15:45 UTC ││
│ │ Reason: Missing compliance training ││
│ │ ││
│ │ [View Details] [Resubmit Request] ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ ... (9 more Task List) │
│ │
│ Rows per page: [10 ▼] Showing 1-10 of 12 [< 1 2 >] │
└─────────────────────────────────────────────────────────────┘
¶ Request Status Indicators
Status Values:
- In Progress ⚠️: Request is being processed through approval workflow
- Pending ⏳: Awaiting specific approver action
- Approved ✓: Request approved, access granted
- Rejected ✗: Request denied, access not granted
- Cancelled ⊗: Request cancelled by requester
- Sent Back ↩️: Returned for modifications
- Expired ⌛: Request expired after timeout period
¶ My Request Details (Outbox)
My Access Request Details:
Request Information:
Request ID: #AR-12345
Type: Access Request
Status: ⚠️ In Progress
Created: 2025-01-25 10:30 UTC
Last Updated: 2025-01-25 11:15 UTC
Data Product:
Name: Customer Transaction History
Domain: Finance
Owner: alice.williams@company.com
Description: Complete history of customer transactions
Application:
Name: Analytics Dashboard
Type: Web Application
Application ID: APP-789
Access Details:
Level of Access: FULL
Requested Fields: All fields (25 columns)
Justification: Required for monthly revenue analysis
and quarterly financial reporting
Approval Progress:
Overall Progress: 66% complete (2 of 3 steps)
Estimated Completion: 1-2 business days
Step 1: Data Steward Review ✓ Approved
Reviewer: bob.johnson@company.com
Date: 2025-01-25 10:45 UTC
Duration: 15 minutes
Comments: "Verified business need and compliance"
Step 2: Data Owner Approval ⚠️ Pending
Assigned to: alice.williams@company.com
Waiting since: 45 minutes
Step 3: Final Governance Review ⏳ Not Started
Assigned to: governance@company.com
Estimated: After step 2 approval
Current Status: Pending approval from alice.williams@company.com
Activity Timeline:
- 2025-01-25 10:30: Request submitted
- 2025-01-25 10:45: Step 1 approved by Bob Johnson
- 2025-01-25 11:15: Awaiting Step 2 approval
[Cancel Request] [Close]
¶ Cancelling a Request
Only pending or in-progress Task List can be cancelled:
Cancel Access Request
⚠️ Are you sure you want to cancel this request?
Request Details:
Data Product: Customer Transaction History
Application: Analytics Dashboard
Status: In Progress (Step 2 of 3)
This action cannot be undone. The request will be permanently cancelled and you'll need to submit a new request if needed.
Reason for Cancellation (Optional):
┌─────────────────────────────────────────────────────────┐
│ [No longer needed for this project] │
│ │
└─────────────────────────────────────────────────────────┘
[Go Back] [Confirm Cancellation]
¶ Request Types
¶ Access Task List
Purpose: Request access to a data product for an application
Key Information:
- Data product being accessed
- Application that will consume the data
- Level of access (FULL, PARTIAL, RESTRICTED)
- Requested fields (if partial access)
- Business justification
- Approval workflow steps
Lifecycle:
Submit Request → Approval Workflow → Approved/Rejected → API Access Granted/Denied
Example Approval Workflow:
Step 1: Data Steward Review (automated check)
Step 2: Data Owner Approval (business validation)
Step 3: Governance Review (compliance check)
Final: Access Granted
¶ Review Data Product Task List
Purpose: Request governance approval to publish a data product
Key Information:
- Data product details
- Product owner
- Publication readiness
- Governance checklist status
- Review comments and history
Lifecycle:
Submit for Review → Governance Review → Approved/Rejected/Sent Back → Published/Returned to Draft
Governance Review Criteria:
- ✓ Complete schema definition
- ✓ Semantic mappings configured
- ✓ Quality attributes defined
- ✓ Access workflow configured
- ✓ Documentation complete
- ✓ Compliance requirements met
¶ Filtering and Searching
¶ Filter Options
Filter Task List:
Status: [All Statuses ▼]
- All Statuses
- In Progress
- Pending
- Approved
- Rejected
- Cancelled
- Sent Back
- Expired
Date Range:
From: [2025-01-01] To: [2025-01-31]
Request Type: [All Types ▼]
- All Types
- Access Task List
- Review Data Product Task List
[Apply Filters] [Reset]
¶ Search Functionality
Search by:
- Data product name
- Application name
- Requester name/email
- Request ID
- Comments and justification text
Example Searches:
- "Customer Transaction" - finds Task List for customer data
- "john.doe" - finds Task List from or to John Doe
- "AR-12345" - finds specific request by ID
¶ Notifications
¶ Email Notifications
Inbox Notifications (for approvers):
- New request assigned to you
- Request sent back to you
- Request approaching timeout
- Request reminder (daily digest)
Outbox Notifications (for requesters):
- Request approved
- Request rejected
- Request sent back for modification
- Request approaching expiration
Notification Settings:
My Notification Preferences:
Email Notifications:
☑ New Task List assigned to me (Inbox)
☑ My Task List approved (Outbox)
☑ My Task List rejected (Outbox)
☑ Daily digest of pending approvals
☐ Weekly summary report
Notification Frequency:
☑ Immediate (real-time)
☐ Daily digest (once per day)
☐ Weekly summary (Mondays)
[Save Preferences]
¶ Best Practices
¶ For Requesters (Outbox)
Submitting Access Task List:
- Provide clear, detailed business justification
- Specify only the fields you actually need (if partial access)
- Choose appropriate application with valid credentials
- Follow up on pending Task List before timeout
- Cancel Task List that are no longer needed
After Rejection:
- Review rejection reason carefully
- Address concerns before resubmitting
- Contact approver if clarification needed
- Complete any required training or documentation
¶ For Approvers (Inbox)
Reviewing Task List:
- Review Task List promptly (within 1-2 business days)
- Read justification and verify business need
- Check compliance and security requirements
- Provide clear comments when rejecting or sending back
- Use "Send Back" instead of "Reject" when modifications can address concerns
Approval Workflow:
- Approve Task List that meet all criteria
- Reject Task List that cannot be approved
- Send back Task List needing clarification
- Add comments explaining your decision
- Escalate complex cases to governance team
¶ Request Timeouts and Expiration
¶ Timeout Rules
Approval Step Timeouts:
- Each approval step has a configurable timeout period
- Default timeout: 5 business days per step
- Automatic reminders sent at 50% and 90% of timeout
- After timeout, request may escalate to backup approver
Request Expiration:
- Total request lifetime: 30 calendar days
- Expired Task List automatically cancelled
- Requester notified 5 days before expiration
- Can resubmit after expiration
Extending Timeouts:
Request Timeout Extension:
Request: #AR-12345 (Customer Transaction History)
Current Timeout: 2025-01-30
Status: Pending Step 2 approval
Extend By:
☐ 3 business days
☐ 5 business days
☑ 10 business days
Reason (Required):
┌─────────────────────────────────────────────────────────┐
│ [Approver on vacation, awaiting return] │
└─────────────────────────────────────────────────────────┘
New Timeout: 2025-02-09
[Cancel] [Extend Timeout]
¶ Troubleshooting
¶ Request Stuck in Pending
Problem: Request not progressing through approval workflow
Solution:
- Check current step and assigned approver
- Send reminder to approver
- Check if approver is out of office
- Contact approver directly if urgent
- Request timeout extension if needed
- Escalate to manager or governance team
¶ Cannot Cancel Request
Problem: "Cancel" button is disabled
Solution:
- Only pending/in-progress Task List can be cancelled
- Approved Task List cannot be cancelled (revoke access instead)
- Rejected Task List don't need cancellation
- Contact governance team for special cases
¶ Request Rejected Without Reason
Problem: Request rejected but no reason provided
Solution:
- Contact the approver who rejected
- Review request details for obvious issues
- Check email for automated rejection notices
- Review governance policies
- Resubmit with additional documentation
¶ Cannot Find My Request
Problem: Request not showing in Outbox
Solution:
- Check status filters (may be filtered out)
- Clear search terms
- Check date range filters
- Verify you're logged in as correct user
- Request may have expired and been archived
¶ Next Steps
- Learn about Data Product Discovery
- Review [Access Request Process](discovery-and-access.md#access-Task List)
- Understand Approval Workflows
- Review Roles and Privileges