Workflow

Last Updated: 09 Feb 2017

Workflow is an approval process where one or more people will check the changes that have been made to an asset before it is made Live. When Workflow is applied to an asset you will not be able to edit the asset if its Status is Live. To edit an asset, you need to change the Status to Safe Edit. Once you have finished editing an asset, you can start the approval process by selecting Apply for Approval in the Status field on the Details screen of the asset. You also need to Apply for Approval when the Status of the asset is Under Construction and you want to make it Live.

Bookmarks to the headings on this page:

  1. Workflow Screen
  2. Multiple Workflows on an Asset

The process of editing and approving content on an asset when workflow is applied is shown in the figure below.

The process of editing and approving content when workflow is applied
The Workflow editing and approval process

Workflow Screen

The Workflow screen of an asset allows you to view the currently running Workflow, approve or reject the changes and apply a Workflow Schema. For more information on how to create a Workflow Schema, refer to the Workflow Schemas manual.

Running Workflows

By default, no fields will appear in this section. Once Workflow has been applied, if it is currently not running for an asset, the Workflow screen will look similar to the one shown in the figure below.

Running Workflows section of the Workflow screen when workflow is not running
The Running Workflow section when workflow is not running

The Running Workflows section shows the last set of Workflow messages that were logged for the asset the last time workflow was run. For example, in the figure above, it shows that User started the Workflow.

To start the approval process, on the Details screen select Apply for Approval in the Status section and click Commit. The Workflow screen will be updated to show that Workflow is currently running, as shown in the figure below.

Running Workflows section of the Workflows screen when workflow is running
The Running Workflows section when workflow is running

This Running Workflows section now allows you to approve or reject the Workflow. Please note that these fields will only appear if you are part of the approval process or you are an Administrator of the asset.

  • Warning: this warning will only appear if there are required metadata fields that are still empty. The Workflow approval process can still be completed but these fields need to be filled out before the asset can be made Live.
  • Change Status? : select either Approve or Reject Changes from the list provided. You can check the Cascade Status Change box to cascade the changes to any child assets. If you reject the Workflow approval, the asset will revert back to its previous Status. For example, if the Status of the asset was Safe Edit and it was rejected during Workflow, it will be changed back to Safe Edit. The changes made to the content of the asset will not be lost.
  • Log Message: enter any comments you have for the approval or the reasons why you are rejecting the Workflow. This message will appear in the Workflow Logs.
  • Workflow Logs: this section shows the latest set of Workflow messages that were logged for the asset. For example, in the figure above, it shows that the Root User started the Workflow and then the Root User rejected it.
Running Workflow

This section only appears when Workflow is running and shows the progress of the approval process including how long it has been running and the number of steps that haven been completed. In the example below, you can see that the Workflow has been running for a total of 13 minutes and 39 seconds. The first step of the Workflow has been approved as [Completed] appear next to the first step. The second step of the Workflow is yet to be approved as [Not Completed] appears next to the second step.


Running Workflow section of the Workflow screenThe Running Workflow section

Workflow Schemas

This section shows the current Workflow Schemas that have been applied to the asset, as well as allows you to apply additional schemas. You can only access this part of the screen when Workflow is not currently running.

If you have not applied a Workflow Schema, the list will not appear. When you apply a Workflow Schema, the list will appear in this section of the screen, as shown in the figure below.

Workflow Schemas section of the Workflow screen
Schemas listed in the Workflow Schemas section

Tick the Cascade option for a Workflow Schema in the Existing Schemas section, if you want the schema to be applied to any new assets that are created as a child of this asset.

Tip: If you have changed the Cascade option, it is recommended that you perform a manual cascade.

To remove a Workflow Schema, click the Delete option for the schema in the Existing Schemas section and click Commit.

To apply a Workflow Schema to an asset, in the Add New Schema section, select Apply and select the schema asset in the fields provided. Once you have done this, click Commit. The Workflow Schema will be added to the Existing Schemas list. Alternatively, you can chose to Deny a Workflow Schema meaning that it will never be applied to this asset.

By default, Automatically cascade this permission to new children is selected. This means that when an asset is created as a child of this asset, it will automatically be assigned the new Workflow Schema you are applying to the asset. If you do not want this Workflow Schema to be applied to the child assets, deselect this option.

Cascade Options

The Cascade Options section of the Workflow screen is shown in the figure below.

Cascade options section of the Workflow screen
The Cascade Options section of the Workflow screen

By default, Cascade schema changes is ticked. This means that when you apply or delete a Workflow Schema in the Workflow Schemas section, it will automatically cascade the changes to all child assets. If you do not want the changes to be cascaded, deselect this option before you click Commit.

Manual cascade allows you to cascade any current Workflow Schemas that have been applied to an asset to all of its child assets if the Cascade option is select in the Existing Schemas section. If you have made changes in the Workflow Schemas section and did not cascade the changes, tick Manually cascade schemas and click Commit to cascade these settings. Any additional Workflow Schemas set on a child asset or any Workflow Schemas that conflict with the ones set on this asset will not be changed.

Multiple Workflows on an Asset

You can apply more than one Workflow Schema to an asset. If you do this, when a user applies for approval, all approval processes will commence. If, at any stage, a user within one of the approval processes rejects the changes, all approval processes applied to the asset will be rejected.


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