Managing Recertification Cycles

This guide walks Space Admins through creating, configuring, and running recertification cycles.

Creating a Cycle

Navigate to the Governance section within your space and click New Cycle to open the creation form.

Required Fields

• Name — A descriptive name for the cycle (e.g., "Q1 2026 PII Data Review")
• Due Date — The deadline for completing all reviews
• Cycle Type — Choose between Product (review data products) or Access (review source system roles)

Optional Description

Provide context for reviewers about the purpose and scope of the cycle. This is visible on the cycle detail page.

Configuring Filters

Filters narrow which resources are included when the cycle is populated. Without filters, all non-archived resources in the space are included.

Available Filters (Product Cycles)

Filter	Type	Behavior
Tags	Multi-select	Include products matching any selected tag
Product Type	Multi-select	Include products of the selected types (e.g., Table, Dashboard)
Criticality	Multi-select	Include products with the selected criticality levels (e.g., High, Critical)

Filters are OR within a key and AND across keys. For example, selecting tags pii and gdpr with criticality High includes products tagged pii or gdpr that also have High criticality.

tip

Use the autocomplete suggestions — the system provides the distinct values available in your space for each filter field.

Updating Filters

You can update filters after creation via the Edit action on the cycle detail page. Re-populating after a filter change adds any newly matching resources that were not previously included.

Request Templates

Cycles can define Jinja2 templates that automatically generate the title and description when creating recertification requests.

Setting Templates

On the cycle detail page, click Edit in the Templates section to open the template editor. The editor provides:

• Variable chips — Click to insert available template variables
• Title template — A single-line template for the request title
• Description template — A rich-text template supporting Markdown, with Write/Preview tabs

Available Variables

Common Variables

Variable	Source
resource_name	Audit item resource name
resource_type	Audit item resource type
cycle_name	Cycle name
space_name	Space name

Product Cycle Variables

Variable	Source
product_name	Data product name
product_type	Data product type
product_id	Data product UUID
product_link	Relative link to the product page (e.g. /catalog/{id})
criticality	Data product criticality
sensitivity	Data product sensitivity
provider	Data product provider

Access Cycle Variables

Variable	Source
role_name	Source system role name
role_id	Source system role UUID
role_link	Relative link to the role page (e.g. /source-systems/{ss_id}/roles/{role_id})
source_system_name	Source system name
source_system_id	Source system UUID
role_access_list	List of users with active access (for iteration)
role_access_table	Pre-rendered Markdown table of active access

Example Templates

Title:

Recertify {{ product_name }} ({{ product_type }})

Product Description (with link):

## Recertification for {{ product_name }}

**Type:** {{ product_type }}
**Criticality:** {{ criticality }}
**Provider:** {{ provider }}

[View product details]({{ product_link }})

Please review and confirm whether this product should retain its
current classification and access controls.

Access Description (with link):

## Recertification for {{ role_name }}

**Source System:** {{ source_system_name }}

[View role details]({{ role_link }})

### Current Access Holders

{{ role_access_table }}

note

If a template is empty or fails to render, the system falls back to a default auto-generated value.

Populating the Cycle

Click Populate on the cycle detail page to scan the space and create audit items.

Population Behavior

• Idempotent — Re-populating skips resources that already have an audit item
• Incremental — Adjusting filters and re-populating adds newly matching resources
• Space-scoped — Only resources within the cycle's space are considered
• Archived exclusion — Archived products are always excluded

Attaching a Workflow

To route recertification requests through an approval workflow, use the Set Workflow action on the cycle detail page. Select a workflow definition from the dropdown — requests created from this cycle will follow that workflow.

Clear the workflow to fall back to manual review.

Bulk Recertification

Click Recertify All to create recertification requests for all pending audit items at once. This is useful for large cycles where you want to generate all requests in a single action. Each request uses the configured template (if set) for its title and description.

caution

Bulk recertification creates requests for all pending items. Ensure filters and templates are configured correctly before using this action.

Cycle Lifecycle Actions

Action	Effect
Complete	Marks the cycle as completed (read-only)
Cancel	Aborts the cycle before completion
Reopen	Resumes a cancelled cycle
Archive	Hides the cycle from the default list view
Unarchive	Restores an archived cycle to the list
Delete	Permanently removes the cycle and all its audit items

Best Practices

Scope Reviews Effectively

Use filters to focus cycles on high-risk resources. A targeted cycle reviewing critical PII products is more actionable than a blanket review of everything.

Set Realistic Deadlines

Allow enough time for reviewers to evaluate each item. For large spaces, consider splitting into multiple focused cycles rather than one massive review.

Use Templates for Consistency

Request templates ensure every recertification request contains the same structured information, making it easier for approvers to make quick decisions.

Monitor Progress

Check the cycle detail page regularly. The progress indicator shows how many items have been reviewed versus how many are still pending.