To create or manage Workflows open
Types & Tags →
Workflows and click to view a list of all current Workflow Schemes.
- Workflow Schemes
- Workflow Steps
- Workflow Actions
Default Workflow Schemes
By default you will see the following Workflow Schemes:
|System Workflow||The default Workflow Scheme applied to all Content Types by default.|
Contains core actions (such as Publish, Unpublish, and Archive) that make sense to apply to all but the most specialized Content Types.
|Document Management||An example of a more complex Workflow Scheme with multiple Workflow Steps and actions appropriate for different types of users in each step. You may wish to use this as a base to create your own new Workflow Schemes.|
Adding and Editing Workflow Schemes
To create a new Workflow Scheme, click the Add New Workflow Scheme button. On the popup window enter the following information:
|Name||Workflow Scheme Name|
|Description||Description of the Workflow Scheme|
|Archived||Select this to Archive the Workflow scheme|
When a Workflow Scheme is archived, content which is within a Step in the Workflow Scheme will be reset so it is not in any step in any Workflow Scheme.
If you select an existing Workflow Scheme, you will see a list of all Workflow Steps for the Scheme, and the Workflow Actions in each Step.
Adding and Editing a Workflow Step
To add a new Workflow Step, click Add Workflow Step.
To edit the properties of a Workflow Step, click the Step name to open a popup which displays the properties of the Step:
|Name||Name of the Workflow Step|
|Order||Sort order. Used to specify the order the Workflow steps appear in the Scheme.|
|Resolve Task||If true (checked), any content which enters this Workflow Step will be considered Resolved.|
Content which is in a Resolved Workflow Step will not appear in the Workflow queus of any users.
|Enable Schedule||If true (checked), a Workflow Action will be performed automatically on content which has been in this Workflow Step for a specified period of time.|
Deleting a Workflow Step
To delete an existing Workflow Step, select “DELETE” on the Workflow Step panel.
- To add a new Workflow Action, click the “+ ADD” button on the panel of the Workflow Step that you want to add it to.
- To copy an existing Workflow Action from one Step to another Step, drag and drop the Action from the Step it's currently in to the new Step.
- When you copy an Action in this way, the Action behaves the same in all Steps it has been copied into, and editing the Action from any of these Steps will change the Action for all Steps it has been copied into.
- Note that when you move your mouse over an Action, that Action is automatically highlighted. When you have copied an Action into multiple Steps, the Action will be highlighted in all the Steps it has been copied into, giving you a clear visual indicator of which Steps use that Action - and thus which Steps will be affected if you edit the Action.
- To delete a Workflow Action from a Step, click the delete (garbage can) icon next to the Action in the Step you want to remove it from.
- NOTE: Deleting an Action from a Step does not remove the Action from the Workflow or the system, even if the Action no longer exists in any Step. This ensures that when you copy an Action to multiple Steps, deleting the Action from one Step does not remove it from the other Steps it was copied to.
- To edit an Action, click on the name of the Action in any Step it is in.
When you create a new Workflow Action or edit an existing Action, the Workflow Action screen will open, and you will be able to edit the following information for the Action.
|Name||The name of the Action. Although the name does not need to be unique, it is recommended that all Actions within the same Workflow Scheme have unique names to avoid confusion.|
|Next Step||The Workflow Step that the content will change to when this Action is executed.|
For an Action that should not change the Workflow Step - especially an Action that may be shared among multiple Workflow Steps - select
|Who Can Use||Which users and/or Roles have permission to execute this action.|
|Show When||When the Action will be displayed in the list of available Actions for content.|
|Comments and Assigns||Which user or Role will be assigned the content item when the Action is executed, as well as what information (including comments) the person taking the Action will be prompted for.|
|Sub-action||The Workflow Sub-Actions which will be performed when this Action is executed.|
The Sub-Actions determine the actual work the Workflow Action does (such as locking/unlocking the content, saving and publishing the content, and sending notifications that the Action was taken).
Who Can Use
- You can specify any number of Roles and individual users who have permission to execute the Action.
- If you don’t select any user or Role the action will not be available to any users (even administrators).
- Users who do not have permission to execute the Action will not ever see the Action appear in their list of Actions for any content (regardless of their permissions on the content).
- Users who have permissions to execute the Action, but do not have appropriate permissions for the content in question may still see the Action when viewing that content, but if so, will receive a permission error when they attempt to execute the Action for that content.
To specify that the permissions of the Action should be based on the permissions the user has on the content (rather than treating the Action permissions separately), you may select one of the following permissions:
- Anyone who can View Content
- Anyone who can Edit Content
- Anyone who can Publish Content
- Anyone who can Edit Permissions Content
The permissions required for a user to execute the Workflow Action is the one that matches the permission specified.
You may specify where the Action will be available, to ensure that the Action only displays when it makes sense for your users to see and execute the Action.
There are three different sets of conditions you can specify in the
Show When section. The Action will only be displayed if all of these conditions are true for a content item (meaning, in development terms, that these conditions are all combined with 'AND').
Editing and Listing: Which screens the Action is displayed on
|Editing||When the content is being edited, primarily in the Content editing screen.|
|Listing||Any place where a list of multiple content items are displayed, such as the Content Search screen and the Site Browser.|
Locked and Unlocked: The lock state of the content item
|Locked||The Action will only show for content which is currently locked, and only for the user that has the lock on the content.|
|Unlocked||The Action will only display if no user has a lock on the content. The Action will display for all users who have permission for the Action.|
New, Published, Unpublished, Archived: The publishing state of the content
|New||The Action will only display for new content which has not yet been saved (even as a draft).|
|Published||The Action will only display for content which has been published (has a live version), and does not have a working version different from the live version.|
|Unpublished||The Action will only display for content which is unpublished (has a working version which is different than the live version), and which is not Archived.|
|Archived||The Action will only display for content which has been Archied.|
|All||You may check or uncheck this to check or uncheck all of the other four checkboxes at once.|
Comments and Assigns
|User can Assign||If checked, the user executing the Action will be prompted to choose a specific user from among all users that are members of the Role specified in the |
If this is not checked, the user executing the Action does not have any choice about who the content is assigned to when the Action is taken.
|Allow Comment||If checked, the user executing the Action will be prompted to enter comments before the Action is executed.|
Note: Comments are optional, so users may leave the comment blank when prompted.
|Assign To||Select the user or Role that will be assigned the content (as a Workflow Task) when the Action is executed.|
|Include Users from Parent Roles||If |
|Custom Code||If code is entered, the custom code will run on the popup window that is opened when the action is clicked on.|
The Sub-Actions section displays a list of all the subactions this Action will perform when it is executed.
- You may add Sub-Actions by selecting the appropriate Sub-Action from the drop-down list.
- You may delete Sub-Actions by clicking the delete (garbage can) icon next to the Sub-Action.
- You can change the order that Sub-Actions are executed by dragging and dropping the Sub-Actions listed.
For more information on Workflow Sub-Actions, please see the Workflow Sub-Actions documentation.