Details Screen

Last Updated: 25 Jan 2018

The Details screen allows you to set up your Workflow Schema by adding Workflow Streams, steps and conditions. For more information about the Status section, see the Details Screen chapter in the Asset Screens manual.

For more information on steps and conditions, refer to the Workflow Steps and Conditions chapter in this manual.

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Details

The Details section of the Details screen is shown in the figure below.

The Details section of the Details screen of a Workflow Schema
The Details section of the Details screen

By default, the name that was entered into the Schema Name field when the Workflow Schema was created will appear in this section. You can change the name of the Workflow Schema by clicking into the Schema Name field and entering the new name for the Workflow Schema.

The Allow Comments When Requesting Approval? field allows you to select whether or not to allow your site editors to leave a comment as part of the workflow initiation, as shown in the figure below.

The comment field when initiating the workflow approval process
The Enter Comment field when initiating the workflow approval process

The comment provided by the workflow initiation can then be included int the custom message configuration for the Workflow Invitation Message using the %log_message% keyword replacement. For more information on the invite notification, refer to the Custom Messages chapter in this manual. By default, this field is disabled.

The Notify Starter When Live? field allows you to send an email notification to the user who initiated the workflow process on an asset when this process is completed and the asset is made Live, and when the  The format of this email can be configured in the Notify on Live Message settings on the Custom Messages screen of the Workflow Schema.

The Notify Starter After Approval? field allows you to send an email notification to the user who initiated the workflow process when the changes made to an asset have been approved. Similarly, enabling the Notify Approvers After Approval? field will send an email notification to the users who have approved asset changes. The format of this email can be configured in the Asset Changes Approved settings on the Custom Messages screen of the Workflow Schema.

For more information on these email notifications, refer to the Custom Messages chapter in this manual.

The Email to be Sent From and Email to Reply To fields allow you to override the default From and Reply-To email address values in workflow notification emails. The addresses entered into these fields will be used as the From and Reply-To values on workflow emails sent by Squiz Matrix, rather than the address of the user who initiated the workflow process.

The Current Restrictions field lists the restrictions that have been set on the Workflow Schema. Restrictions allow you to regulate the asset types that the schema will be applied to. For example, if this Workflow Schema has been applied to your Site, but you only want workflow to be used on the Standard Pages within your site, you can restrict the Workflow Schema to only be applied to Standard Page assets. By default, no restrictions will be listed in this field. To create a restriction, select the asset type in the New Restriction field and click Commit.

In the Who Can Choose Workflow Stream? field, specify whether to allow users with either Admin or Write access to choose the workflow stream when applying workflow, or to instead restrict this action to users with Admin access only. By default, this field will be set to Admin or Write Access User meaning that both Admin or Write access users will be able to select the workflow stream when initiating workflow. Setting this field to Admin Access User Only will mean that only Admin access users will be able to select the workflow stream.

The Stream Selection Rules No Match field allows you to specify the schema behaviour when no streams can be automatically selected from the stream selection rules. You can choose to either use the default stream on the Workflow Schema, or make all streams available to the user for selection. For more information, refer to the Stream Selection Rules section in this chapter.

Workflow Streams

This section allows you to add and edit the Workflow Streams associated with the Workflow Schema. The Workflow Streams section of the Details screen is shown in the figure below.

The Workflow Streams section of the Details screen of a Workflow screen
The Workflow Streams section

Adding multiple Workflow Streams to a Workflow Schema allows you to define multiple sets of steps, which can be selected by users with Admin Permission when starting workflow.

Default Stream

This section displays the Default Stream for the Workflow Schema. This stream will be used when no Alternate Streams have been created or when no Alternate Streams are selected when workflow is started. Please note that the Default Stream cannot be moved or deleted.

To add and edit the steps of the Default Stream, click on the edit icon icon – the Workflow Stream Summary, Steps Defined For This Workflow Stream and Create New Step sections will be displayed for this stream, as shown in the figure below.

The additional sections for a Workflow Stream on the Details screen
Additional sections for a Workflow Stream

Alternate Streams

This section displays any configured Alternate Streams for the Workflow Schema. These streams are used to create alternate sets of steps that can be used when starting workflow. You may choose to, for example, create Alternate Streams to differentiate between Significant, Insignificant and Urgent changes. These streams can be configured to require different approval methods, appropriate for the significance of the changes. By default, no Alternate Streams will be displayed in this section, as shown in the figure above. Because there are no Alternate Streams, the Default Stream will always be used when workflow is started on an asset.

When Alternate Streams have been created, they will be listed in the section, as shown in the figure below. For more information on how to create Alternate Streams, refer to the Add New Workflow Stream section in this chapter.

The alternate Workflow Streams
Alternate Workflow Streams

To add and edit the steps of any Alternate Streams, click on the edit icon icon – the Workflow Stream Summary, Steps Defined For This Workflow Stream and Create New Step sections will be displayed for this stream.

Add New Workflow Stream

This section allows you to create Alternate Streams for the Workflow Schema. To create a new stream, select the Create a new stream called: tick box and enter a name for the stream. Click Commit. This stream will now appear in the Alternate Streams section, as shown in the figure below.

An example of adding a new Workflow Stream
An example of adding a new Workflow Stream

Stream Selection Rules

This section allows you to create rules, enabling Workflow Streams to be automatically selected based on a keyword replacement value.

If the stream selection rules on a Workflow Stream are evaluated as true, as per the configured rule logic, the stream will be available to select when initiating workflow. If the rule(s) are evaluated as false, the stream will not be available.

If only one stream is available for a user after all rules have been evaluated, the stream will be automatically set and the selector, that is usually available, will not be displayed.

If no streams can be automatically selected from the stream selection rules, the Workflow Schema will either use the default stream or let the user pick from any of the streams. This behaviour will depend on what option is set for the Stream Selection Rules No Match field on the Details screen of the Schema.

The Stream Selection Rules section of the Details screen is shown in the figure below.

The Stream Selection Rules section
The Stream Selection Rules section

The fields available are as follows:

  • Current Rules: this field will display the stream selection rules that have been configured on the current Workflow Stream. You can modify an existing rule by changing the set values in the Keyword and Pattern fields and clicking Commit. To delete a rule, select the Delete checkbox for the rule you want to delete and click Commit.
  • New Rules: this field allows you to create new stream selection rules for your Workflow Stream. To create a new rule, the following values must be specified:
    • Keyword: an asset-based or global keyword replacement to use as the value for matching against with the Pattern value. Keyword modifiers are supported in this field.
    • Pattern: the value to check against the Keyword value. If this value matches, the rule will be evaluated as true. Regular expression values are supported in this field.
  • Rules Logic: select the logic for matching rules on the Workflow Stream. You can specify to either Match on All Rules or Match on Any Rule. By default, the Match on All Rules option will be selected, meaning that all rules must be matched before the stream will be selected.

Workflow Stream Summary

This section allows you to re-order the steps of a Workflow Stream by dragging and dropping them into a new location. If you have not added any steps, no information will appear in this section.

Once you have added steps, they will appear in this section, as shown in the figure below.

The Workflow Stream Summary section with steps
The Workflow Summary section

To re-order a step:

  1. Click and hold the double-headed arrow icon on the left hand side of the step. When you move the mouse, the step will follow.
  2. Place the cursor on the gray line where you want to put the step. For example, in the figure shown below, the cursor has been placed on the gray line above step 1.

    An example of reordering Workflow steps
    An example of re-ordering the Workflow steps

  3. Drop the step in the new location.
  4. Click Commit. The steps will now be re-ordered in the Workflow Stream.

Steps Defined For This Workflow Stream

This section shows the steps that have been added to the Workflow Stream. It allows you to edit and delete each step that has been added. If you have not added any steps, no information will appear in this section. When you add a step, it will appear in this section of the screen, as shown in the figure below.

A Workflow Step on the Details screen
A Step on the Workflow Stream

Each blue heading represents a step that has been added to the Workflow Stream. For example, in the figure below, two blue headings appear – Content Authors and System Administrators. This means that two steps have been added to this Workflow Stream.

Two Workflow Steps on the Details screen
Two Steps on the Workflow Stream

For each step listed, the following fields are available:

  • Delete?: to delete a step and all of its condition, click this box and click Commit. The step will be removed from the Workflow Stream.
  • Step Logic: this field allows you to define the logic to be applied to the conditions for this step. You can select from the following options:
    • All: select this option to specify that all conditions listed must be met before this step is complete. For example, if you have two conditions listed for the step, these two conditions need to be met before the step is completed.
    • At Least: select this option and enter the number of steps that need to be met in the text field. This means that at least x number of steps need to be met before the step is completed. For example, if you have two conditions listed for the step and you specify that at least 1 condition must be met, then only one of the conditions need to be met before the step is completed.
  • Conditions: this section lists the conditions that have been added to this step in the Workflow Stream. It allows you to edit and delete each condition that has been added. If you have not added any conditions, no information will appear in this section. When you add a condition, it will appear in this section of the screen, as shown in the figure below.

    A condition on a Workflow Step
    A Condition on the Workflow Step

    For each field listed, the following fields are available:
    • Condition Name: this field shows the user, User Group or Role that is part of that condition. For example, in the figure above, the Content Authors User Group is part of the first condition in the list.
    • Notify When Live: check this box to notify the user, User Group or Role when the asset goes Live. This notification will be sent as an email.
    • Require Comment: check this box if you want to force the user, User Group or Role to enter a comment when they are approving or rejecting a step in the approval process.
    • Group Logic: this field will only appear if you have selected a User Group or Role for the condition, as shown in the figure above. You can select from the following options:
      • At least: select this option and enter the number of users from the User Group or Role that need to approve the changes. For example, if you have specified at least 2 member(s) must approve, then two users from the User Group or Role need to approve the changes for this step of the approval process.
      • All: select this option to specify that all users in the User Group or Role need to approve the changes. For example, if you have selected a User Group and this User Group has four users in it, all four users need to approve the changes for this step of the approval process.
    • Delete?: to delete a condition from the step, click this box and click Commit. The condition will be removed.
  • New Condition?: this field allows you to add a new condition to a step. Select either the user, User Group or Role and click Commit. The condition will be added to the Conditions list above.

    If you want the System Administrators to be part of a condition, you can select the System Administrators folder under the System Management folder instead of a User Group.

  • New Dynamic Condition?: this field allows you to dynamically configure an approval condition within the workflow process, based on a keyword replacement value evaluated against the asset in workflow. This means that instead of hard-coding the user or user group to be the approver in a condition, you can dynamically set the condition based on a specified keyword, for example, an asset metadata keyword.

    This dynamic condition also allows you to pass multiple user IDs, as either an array of IDs, an array of IDs as strings or in JSON format: ({ "user1": "100", "user2": "200"}).

    Dynamic conditions are evaluated and set when the workflow on the asset is first initiated.
  • Unlisted User Commenting: select whether or not a user not specified in a condition needs to enter a comment when they are rejecting a step in the Workflow Stream. This will only be applied to System Administrators or the Root User who can reject a step even if they are not part of the approval process.
  • Expiry Time: this field allows you to set an expiry time for the step. If this step is not completed within this time frame, a reminder message will be sent to the administrators of the asset. Enter the number of days, hours and minutes into the fields provided. By default, these values are 0 meaning that the expiry time is disabled.
    If escalation is being used as part of this step, this time frame will be used for this process. For more information on escalation, refer to the Workflow Escalation chapter in this manual.
  • Escalate?: this field allows you to specify whether or not to use escalation as part of this step. This means that after a certain period of time, if this step has not been approved it will escalate to either a sub-step of this step or to the next step in the Workflow Stream. For this to work, the Expiry Time needs to be filled out. For more information on escalation, refer to the Workflow Escalation chapter in this manual.

Create New Step

This section allows you to add new steps to the Workflow Stream. Enter the name of the new step into the Create a new step called field and click Commit. A new step will appear in the Steps Defined For This Workflow Stream section.

Deleting a Step

To delete a step in a Workflow Stream, go to the Details screen. Check the Delete field for the step in the Steps Defined For This Workflow Stream section and click Commit. The step and all of its conditions will be deleted from the Workflow Stream.


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