Workflows

Workflows are made up of workflow states and transitions between these states, such as:

Initiate Content → Content Development → Review → Pre-Publishing → Published

Each state controls what actions can be taken and who can take these actions (i.e., assignees).

A user will only see actions available for them to take based on their assigned role(s) and the content item’s current state.

The top-right corner of the content item’s Details page displays workflow information. An available action button will appear if the user is able to take action on the item. The content item’s current stage displays. Clicking the “i” information icon reveals additional information about the workflow. The assignee indicator shows who is responsible for the content item in the current workflow stage.

The corner of the content item details screen includes information on the stage and assignee. — Fig. 1: The content item’s Details page provides information on the current workflow stage (A), assignee (B) and action available to the user (C). Clicking the Information icon next to the workflow state label opens a window with additional information about the workflow.

The workflow information icon reveals information about the workflow for this content item. — Fig. 2: Clicking the Information icon next to the workflow stage label (see Fig. 1) opens a window with additional information about the workflow, showing details about all stages in the workflow and indicating which stage the content item is currently in.

Best practice: When routing a content item to another user by transitioning the item to the next state in the workflow, a user should always leave clear comments and notes to support a smooth transition. For example, clarify what actions have been done and what is expected of the next user.

Understanding Workflows

Workflow Assignments

Workflow Summaries