The Reltio Master Data Management team has added yet another valuable aspect to our product. This new feature is the Reltio Workflow, an orchestrated and repeatable pattern of activity that can be configured in almost any way for your individual business.
Through Reltio Workflow, we have provided email and in-dashboard notifications, as well as other out-of-the-box workflows like recommend for delete, which allows for GDPR and CCPA compliant deletes. There is also a feature for a data change request, where you can edit and change a data profile which is submitted for approval before being applied. For more in depth information on these features, read this article.
Almost anything within Reltio Workflow can be customized to the specific needs of your business. In the information below, we will discuss the highly anticipated match review process, the process of starting a bulk match review, and ROCS, the source for Reltio default workflow. Let’s look at some of these features of this new product.
Note that when you do this, the match review will be applied to all the records within the search results set available to you. In other words, if your search result finds 100 or 1,000 records, and you perform that request match review, the match will generate a corresponding amount of records that are in that match result set. And, it will apply individual workflows for each match pair.
Can you trigger this workflow only for records that meet a certain match rule? In the webinar embedded above, our presenter Dan Gage shows a search that he performed. In this search, he filtered down, so that only the records that have met on match rule by entering the entity ID for that record. If he did not have that filter for the entity ID, he would look at all the records that have matched on rule four within the specific city in question. However many records met that match criteria, they would be triggered into a match review.
There is a second step to the match review that really goes on behind the scenes. And to explain it, we have to go all the way back. Reltio uses an API-first approach to deliver the Reltio MDM platform. This goes back to 2011 when Reltio was first conceived and development began. Since then, all of the functionality that we’ve ever designed was first built as microservices and then exposed as rest APIs. So, the Reltio interface that you use on a day-to-day basis is really just an orchestration of those same APIs. This allows you to leverage these microservices to perform the appropriate action. We work to keep building off of our strong foundation, and the Reltio Workflow does just that.
A great example of this is that match review. Reltio uses the generate match review from Query to complete the task. You will have a REST endpoint to POST. You’ll also need to set an environment variable indicating the environment that the tenant is deployed in. And then, in the body of the payload for that API, simply indicate the workflow you wish to launch. Also, indicate the search criteria and filter for the records that will receive it.
This search string can be any filter condition that’s accessible from the Reltio engine. In our examples, we assume that you’re using the scoring aspect within Reltio. However, not all of our customers assign match scores to their match rules. Therefore, if you are not assigning scores, then this feature or specific search filter would not be appropriate to you. Instead, use one that is more specific to the rules that were triggered. In the end, any combination of and/or logic across any set of data or metadata can be used on your records.
While you may choose to filter specific records that meet a certain match rule (like the first process explained above), here we can indicate that any record that has a match score between 75 and 100 should receive a match review workflow.
If you are working with 1,000 potential match reviews, Reltio Workflow will generate tasks for each match pair. If you generate the match review for a single record, but that record has three potential matches, three workflows will generate. So, if you have 1,000 unique records, each with one potential match, you would get 1,000 workflow notifications and 1,000 tasks. As of today, there is no grouping of these workflow tasks out-of-the-box but a custom workflow may be built to facilitate it.
Also, if you are using Jira ticketing to request changes, you could enrich the Reltio Workflow attribute by assigning a value to that attribute to represent the Jira ticket. This would be a customization of the Reltio workflow. Another option is to leave the attribute and have the reviewing user insert the Jira number into that field as a part of the workflow process. Finally, this is a great chance to use the Reltio Integration Hub as a connection point between Jira and Workflow. The Reltio Integration Hub (RIH) is another product we have recently released to bring our users even more value and usability to their workspaces. RIH can listen for potential match detected events and conditionally trigger workflows based on your business needs.
All out-of-the-box workflows that Reltio provides are accessible through the Reltio Open Community Software Repository, or ROCS. ROCS is a bit bucket repository. It is accessible through the Reltio Documentation portal that will guide you towards other out-of-the-box workflows. So, if you would like to take these workflows and customize them, we will give you exactly what you need to extract the workflows, alter them, and use your own versioning and sources system. Once complete, you can submit your customized workflows to the Reltio platform as a part of your standard DevTest production rollout cycle.
At Reltio, we do support both parallel and sequential approval. We also support the ability to redirect records or processes back to a previous state. In other words, the user may reject it at any time and terminate it. If any other users are interacting with that workflow, it will be removed from their inbox. This happens because the termination can be requested by an authorized user.
In that process, everything will be based on your business needs and requirements, whether you need to have parallel and sequential, role-based routing to a group of individuals that contain a specific role, or a specific individual needs to have a workflow assigned to them. It’s really all just a matter of how you understand your business requirements, how you document it, and how you define it within the Reltio interface.
In our next article, we will walk through a live demonstration of a simple Reltio Workflow process. To watch it live, click to view the video below.Relevant Content: Reltio Workflow Process Design and ComponentsReltio Workflow Process: Deletes & Data Change Requests
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