You use the Workflow Admin Applet to create, enable, and manage your content workflows.
Creating a Two-Step Workflow
In this example we use a two-step workflow. The first step allows the original contributor to approve his or her own change. The next step allows one of three possible reviewers to approve the change.
- To access the Workflow Admin Applet, log in to content server as a sub-admin.
- Under the Administration menu, select Admin Applets.
- Select the Workflow Admin icon.
Workflow Admin icon
- Select the Criteria tab. Criteria-based workflows are triggered automatically based on metadata.
- Select Add…
Workflow Admin applet with Criteria tab selected
- Give your workflow a name.
- Enter a description.
- Select the Security Group the content belongs to that will use this workflow.
- Select whether the Original Author (contributor) should be able to Edit the revision in the workflow, or if edits made during the workflow will create new revisions.
- If you want to use a workflow template to base this workflow on, select it here (if you want to create a new template, you must request it from our Technical Support staff).
- Check the Has Criteria Definition and select a metadata field and value to find the content you want to enter this workflow. NOTE: if creating multiple workflows this query must be mutually exclusive of queries used for other workflows, i.e. if a document matches multiple workflow's criteria, it will just enter the first one that matches, not all of them. It is possible to filter out unwanted documents using a Jump within the workflow.
For this example we use the Account metadata value
- Your workflow will now show in the list. Click Add… next to Steps to add workflow steps.
- Enter a name and description for the step. At each step, users may just review the document (not edit), edit the existing revision, or create a new revision that incorporates their change. Select appropriately for your situation.
- Add users to this step. An Alias is a group of users. NOTE: OIT must define your aliases,or you may add UMContent users individually or by token, which are defined using IdocScript within the workflow. NOTE: OIT must define your tokens. Some tokens may already exist in the system, and you may use these if they fit your needs.
For this example, we use the Contributor token which signifies the original user who made the change.
- Select how many users must approve this change under Exit Conditions. You may also add additional logic under Events. Each workflow step has an Entry, Update, and Exit stage. You may add logic here using IdocScript to trigger events (e.g. send a message, skip the step after a defined period of time).
For this example, we just want 1 reviewer to complete this step.
In our example, for the second step, we add users who will be the approvers and allow them to only review the change (not edit it).
Also in the second step, we add some IdocScript code to send an email to notify the original contributor that their change was approved. This is done under the Events tab of that step during the Exit stage.
- Once your workflow is complete click to Enable it.
Disabling or Deleting a Workflow
You may disable or delete your workflow using this Applet.
You may use this Applet to alter your workflow at any time.
If disabling or deleting a workflow, all the items currently in it will be released (approved).
When items enter the workflow, emails will be sent to notify the users of the current step that the document is ready to be reviewed.
The email will link them to a page that lists workflow items assigned to them. This is available under My Content Server ---> My Workflow assignments