What are Workflows?

Workflows are activated to add an additional level of governance in digital teams. They control what gets released to your customers through two primary types of Workflows in your Channels:

Workflows related to sites - Builder
Workflows related to content - Applications

In this article:

Configuring Workflows
Reviewers and Approvers
Workflows Settings
Creating Workflows
Workflows with the Builder
Reviewing and Approving Workflows
Workflows Filters

Configuring Workflows

You can activate workflows for the following functionality:

Builder

Layouts
Navigation
Widgets
Templates

To activate go to Site > Site Settings > Platform > Workflows.

Applications

Content
Places
Promotions

To activate go to Site > Site Settings > Applications > Configuration > Workflows.

Note: Before you can create Reviewers and Approvers you need to have roles assigned to the users. See Below.

Reviewers & Approvers

Reviewers and Approvers have special roles that need to be created by the main administrator. Go to Account > Settings > Roles. You need to create a Role that has Workflows permissions activated. Learn how to create a role.

Screen_Shot_2018-07-26_at_5.10.11_pm.png

Once you have the role created you need to assign to your users.

Go to Account > Customers > People and select your user.
Click on the tab Site Access and activate the role for the specific site you'd like to have Workflows for the user.
Make sure to select the switch to activate the role in the site.

Workflows Settings

Screen_Shot_2018-07-26_at_5.01.44_pm.png

To activate select the checkbox "Enable Review Stages". You will need to select a "Default" reviewer and approver if you will have more than one person. In the case of workflows relating to content applications you can select the option to "Show Only User Tasks" which will only show Review and Approve tasks assigned to the specific user in Channels > My Tasks. When you've added your Reviewers and Approvers select Save.

Creating Workflows

Workflows are similar across your sites. All content (Content, Promotions, Places) pass through the same Workflows process to reach the approved stage.

Editing > Awaiting Review > Awaiting Approval > Approved

When saving content with Workflows you Submit to Review and select the Reviewer. You must always add a comment for clarity and auditability. When sending to the Workflows process all content and widgets can be reviewed in Site > Workflows with their respective stages.

Screen_Shot_2018-07-26_at_3.20.47_pm.png

Workflows with the Builder

Workflows that apply to the Builder are treated differently.

Screen_Shot_2018-07-26_at_5.21.55_pm.png

The Builder has Layouts, Navigation, Widgets and Templates. You select
A modal appears when selecting Review and Publish with Red meaning deletions on the left and, Green meaning additions on the right. When Workflows are activated you select Submit.
Similar to all Workflows, the modal appears with 2 fields. A dropdown for the Reviewer and the mandatory comment box. When ready you select Submit to Review.

Reviewing and Approving Workflows

When submitted the Reviewer will receive an email notification. The Reviewer will select their assigned task.

Screen_Shot_2018-07-26_at_3.23.48_pm.png

There are 6 columns in the list view of Workflows.

Title: Shows the name of resource.
Type: Shows the type of resource from either Applications or the Builder.
Stage: The stages are: Editing, Awaiting review, Awaiting approval, Approved, Deleted.
Status: The status is either Published or Unpublished.
Author: The original author (creator) of the resource.
Last Update: The last edit of the resource.

When reviewing the task, the Reviewer can view the history with comments Screen_Shot_2018-03-27_at_5.51.49_pm.png Differences between the actual version and previous versions, Preview the proposed change and when ready Review.

Screen_Shot_2018-07-26_at_3.28.02_pm.png

When selecting Review, the Modal will reappear to move the task forward or back.

Screen_Shot_2018-07-26_at_3.37.35_pm.png

Stage:
- Editing: The resource is being edited.
- Awaiting Review: The resource is ready for review by the Reviewer.
- Awaiting Approval: The resource is ready for approval by the Approver.
- Approved: The resource was successfully approved.
Reviewer: The person defined to review work initially sent through a workflow.
Approver: The person who provides the approval once the Reviewer reviews.
Comments: Every stage requires a comment for auditing purposes.

You can send the resource forward or backward as long as you select the Stage and add a Comment.

Note: If content has been approved but is not public in your site, check the Publish options of the content to make sure that you have selected Publish on approval or Publish on with the right date and time.

Workflows Filters

You can filter Workflows in 4 ways: Status, Type, Author, Search.

Screen_Shot_2018-07-26_at_5.31.40_pm.png

Status: All, Open, Closed, Editing, Awaiting review, Awaiting approval, Approved
Type: The resource filters are: All, Album, Audio, File, Templates, Navigation, Place, Post, Promotion, Video, Widget, Layout Page, Home Layout Page, Internal Layout Page, Me Layout Page.
Author: The original creator of the resource.
Search: You can search by keywords in the resource title or author.