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:
use the left/right arrows to navigate through the status information of the various workflows.
click/tap on the actual number to open a drop down list of all applicable workflows, then select the workflow you want displayed in the status bar.
NOTE
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 will be shown. When you click/tap on the alert banner, the available actions will also be shown:
Completing a Participant Step
You can complete an item to allow the workflow to progress to the next step.
On this action you can indicate:
Next Step: the next step to be taken; you can select from a list provided
The dialog will open. Specify the User from the drop down selector (this can also be a group) and add a Comment if required.
Use OK to complete the step (or the Cancel to abort the action).
Delegating a Participant Step - Timeline
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.
Performing Step Back on a Participant Step
If you discover that a step, or series of steps, needs to be repeated you can step back. This allows you to 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:
Previous Step: the step to be returned to; you can select from a list provided
Comment: if required
You can perform step back on a participant step from either:
Select View Details from the status bar to open the information tabs.
If required, select the appropriate action, supply any details and confirm with OK (or Cancel).
Use Save or Cancel to exit.
Viewing the Workflow Payload (Multiple Resources)
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:
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.