Workflow

The Workflow Module lets you create a workflow process with editorial approval for additions and changes to web pages in the Web Pages module of the Blue interface. This module works with the users and groups in the Security Module to configure the workflow approval process.

This module lets a large organization manage how content gets added to the website so that the content is reviewed by one or more editors before the content appears on the live website. This helps you manage how content is added, changed, or removed from the website.

When you set up workflow approval for a website, you do this by setting up groups of users in the Security module. The workflow approval process is configured by security group. All users in the same group have the same workflow approval process. However, the approval of content is done by individual users, not groups. You set the approval process for a group of users, then specify the users that must approve the content before it is published. You can have as many as four editorial reviews before the content is published. The last editor in the approval process is the one that finally publishes the content.

To assist with managing the workflow process, content is locked each time the content is saved. This way, no other users can edit the content until it has completed the approval process. You can view the owner of a given content item by viewing the Owner column in the corresponding module. The status of the approval process is also displayed with color-coded items corresponding to the following statuses:

1. Users in a group with workflow add or change content.
2. Users can then save the content by clicking the Apply Changes or Save button. The content is now locked and no other users can edit it.
3. When the user is ready to submit the changes for approval, he or she enters comments in the Comments field and clicks the Submit for Approval button.
4. The system automatically sends an email to the user specified as Editor 1 for the workflow group and changes ownership of the content to that editor. Note that the editor can also view all content awaiting his or her approval in the Workflow module on the Approve tab.
5. The editor reviews the changes and either approves or rejects them.
   • If the editor is the last person to approve changes in the workflow, the editor clicks the Publish button to approve the changes and publish them to the live website.
   • If there is another editor in the approval process, the editor clicks Submit for Approval button to send the changes to the next editor for approval.
   • If the changes need to be returned to the original owner, the editor clicks the Reject Changes button and the content is sent back to the original user who made the changes. The user can then make additional changes and resubmit them for approval.

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