Data Marketplace Access Request Workflow

This template shows an example of a workflow for requesting access to data in Data Marketplace. It is a resource workflow that acts on assets of type ‘Data Usage’ and supports:

• Direct and bulk requests. In the Data Marketplace and Maestro, request access directly on an asset or for several assets at once through the Data Basket. In Catalog, request access for a single asset or in bulk from the Catalog views.
• Multiple asset types. Data Product Ports, Reports and Data Sets and other asset types, including a mix in a single request.
• Request details from the requester. A reason is required. The access period is 1, 2, 3 or 6 months, 1 year, or custom from/to dates.
• Automatic routing. Approvers and technical stewards are found from the responsibilities on the requested assets. Owner groups are resolved to their users.
• Configurable voting. By default, all approvers must vote, a reminder is sent after 5 business days, and the vote times out after 1 month. All three can be changed.
• Notifications. Approvers get an action email. The requester is notified of the approval or rejection in the notification center.
• A clear record of each request. Each request is a Data Usage asset with a readable name and a status that follows the request from pending through accepted to access granted, or rejected.

Roles

• Requester: the Data Marketplace or Catalog user who submits the request. They give a reason and an access period, get the Requester role on the Data Usage asset, and are notified of the outcome.
• Approvers: the owners of the requested assets. For Data Sets, this is the validator of each column. For Reports, Data Product Ports and other asset types, it is the Owner. Owner groups are resolved to their users.
• Technical stewards: they grant the access after approval. They are found as Steward, falling back to Owner, and each gets one task. The tasks run in parallel. Reports skip this step.

How it works

1. The requester submits the request with a reason and an access period.
2. The workflow checks the data usage that represents the data basket or the single asset to verify that every requested asset has an owner.
3. It finds the approvers, and they vote to approve or reject.
4. If rejected, the requester is notified.
5. If approved, technical stewards get a task to grant the access, then the requester is notified.

Before you use it

• Every requested asset needs an owner. A request is stopped with an error if one has none.
• To use a dedicated Data Usages Registry, create the domain first and set it as the place where Data Usage assets are stored. Without it, requests are stored in the default ‘Data Usages’ domain, to which your users require view permissions. 

Compatibility

Collibra Platform 2026.11 or later
Data Marketplace as well as the ‘Shopping Improvements for Data Marketplace’ public preview need to be enabled.

This workflow replaces the ‘Request Assets Access (Data Product)‘ and ‘Request Assets Access‘  (or older ‘Request Data Sets Access’) workflows.