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Workflow

Workflow

Workflow can also be described as an approval hierarchy. Changes made via the CMS must go through an approval process before they can go live on the site.

Here's some guides for using Workflow on your CMS:

Create a Workflow

For a simple workflow (E.g. Content creators requiring their content to be approved by system administrators), two workflow levels must be defined. Follow these steps:

Begin by selecting 'Workflow' on the navigation bar. 

In this example, we will create the workflow to include the entire site, allowing the user to make changes to all parts of the site.

Select 'Home' in the 'Site Structure' sidebar. If you want to limit the workflow to a certain location (highlighted), right-click on that location, select 'Create workflow', and follow the same steps as below.

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Select 'New level'.

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The first level we'll create in this example will be for the 'Approvers', i.e. the people who must approve the changes. Fill in the basic details to reflect this and set 'Insert level at position' to '0 - as the highest level'. This sets the 'Approvers' to be the final phase of the approval process. 

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Go to the 'Members' tab (next to 'Basic details'), and select 'Add'.

Select the user(s) and/or group(s) who should be involved in the final phase of approval, and click 'Done'.

Select 'Save' at the bottom of the page.

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The next level we will add in this example will be for the content creators - i.e. the people who will be making the changes and sending them for approval. Simply select 'New level' again to add the new level.

In this example, we'll call them 'Authors'. Fill in the basic details to reflect this, and set 'Insert level at position' to '0 - as the lowest level'. This sets 'Authors' to be at the first stage of the approval process, i.e. the change makers.

*Note: For authors to be able to make changes in the CMS, they must be a member of the groups 'Location operators' and 'Content administrators'. For more on adding users to groups, click here.

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Go to the 'Members' tab (next to 'Basic details'), and select 'Add'.

Select the user(s) and/or group(s) who should be involved in the first phase of approval, and click 'Done'.

Select 'Save' at the bottom of the page.

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More levels can be added in the workflow to lengthen the approval process.

Need more help? Click here for a video tutorial about creating new workflows.

Edit a Workflow

To edit a Workflow, i.e. add/delete a new level of approval or edit the users/groups involved in the approval process, follow these steps. 

First select 'Workflow' on the navigation bar. Using the 'Site Structure' sidebar on the LHS, select the relevant workflow location. 

Select the workflow level you wish to edit/delete. Select 'Delete' beneath the navigation bar to delete, or navigate between the 'Basic details' and 'Members' tabs to make changes.

Click 'Save' at the bottom of the page when finished. 

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Video tutorial for editing workflows coming soon!

  

Some video tutorials for effectively managing Workflows on your CMS can be found here.

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