Workflows typically include steps that require a person to perform an activity on a page or asset. The workflow selects a user or group to perform the activity and assigns a work item to that person or group. The user receives notification and can then take the appropriate action:
When you are assigned a work item (for example, Approve Content) various alerts and/or notifications appear:
Your notification indicator (toolbar) will be incremented:
The item will be listed in your notification Inbox:
When you are using the page editor the status bar will show:
The name of the workflow(s) being applied to the page; for example, Request for Activation.
Any actions available to the current user for the current step of the workflow; for example, Complete, Delegate, View details.
The number of workflows that the page is subject to. You can:
The status bar is only visible to users with workflow privileges; for example, members of the workflow-users
group.
Actions are shown when the current user is directly involved in the current step of the workflow.
When Timeline is open for the resource, the workflow step is shown. When you click/tap on the alert banner, the available actions will also be shown:
You can complete an item to allow the workflow to progress to the next step.
On this action you can indicate:
You can complete a participant step from either:
Use the following procedure to complete the work item:
Use the following procedure to complete the work item:
You can also use timeline to complete and advance a step:
Select the required page and open Timeline (or open Timeline and select the page):
Click/tap on the alert banner to show available actions. Select Advance:
Depending on the workflow, you can select the next step:
Select Advance to confirm the action.
If a step has been assigned to you, but for any reason you are unable to take action, you can delegate the step to another user or group.
The users who are available for delegation depend on who was assigned the work item:
On this action you can indicate:
You can delegate a participant step from either:
Use the following procedure to delegate a work item:
Use the following procedure to delegate a work item:
You can also use timeline to delegate and/or assign a step:
Select the required page and open Timeline (or open Timeline and select the page).
Click/tap on the alert banner to show available actions. Select Change Assignee:
Specify a new assignee:
Select Assign to confirm the action.
If you discover that a step, or series of steps, needs to be repeated you can step back. This lets you select a step, that occurred earlier in the workflow, for reprocessing. The workflow returns to the step you specify, then proceeds from there.
On this action you can indicate:
You can perform step back on a participant step from either:
Use the following procedure to step back:
Open the AEM Inbox.
Select the workflow item you want to take action on (tap/click on the thumbnail).
Select Step Back to open the dialog.
Specify the Previous Step and add a Comment if necessary.
Use OK to complete the step (or the Cancel to abort the action).
Use the following procedure to step back:
You can also use timeline to roll (step) back to a previous step:
Select the required page and open Timeline (or open Timeline and select the page).
Click/tap on the alert banner to show available actions. Select Roll back:
Specify the step the workflow should return to:
Select Roll back to confirm the action.
View details of the workflow work item and take appropriate actions.
The workflow details are shown in tabs and appropriate actions are available in the toolbar:
WORKITEM tab:
WORKFLOW INFO tab:
If Workflow Stages have been configured for the model, you can view the progress according to these:
COMMENTS tab:
You can open the work item details from either:
To open a workflow item and view the details:
Open the AEM Inbox.
Select the workflow item you want to take action on (tap/click on the thumbnail).
Select Open to open the information tabs.
If necessary, select the appropriate action, supply any details and confirm with OK (or Cancel).
Use Save or Cancel to exit.
To open a workflow item and view the details:
Open the page for editing.
Select View Details from the status bar to open the information tabs.
If necessary, select the appropriate action, supply any details and confirm with OK (or Cancel).
Use Save or Cancel to exit.
You can view details of the payload associated with the workflow instance. Initially the resources in the package are shown, then you can drill down to show the individual pages.
To view the payload, and resources, of the workflow instance:
Open the AEM Inbox.
Select the workflow item you want to take action on (tap/click on the thumbnail).
Select View Payload from the toolbar to open the dialog.
As a workflow package is simply a collection of pointers to paths within the repository, you can add/remove/modify the entries here to adjust what is referenced by the workflow package. Use the Resource Definition component to add new entries.
The links can be used to open the individual pages.