Defining a workflow

1. On Workflows page perform one of the following:
   • If you have not created any workflows, the system displays the following in the center of the screen:

     

   • If you have already created one or more workflows, the system displays a list all created workflows and the following button in the toolbar of Workflows page:

     

2. Click Define a workflow or Create a workflow respectively.
3. In Workflow type radio button group, perform one of the following and click Continue:
   • Approval before publishing
     This workflow inserts one intermediate step of approval between the standard lifecycle workflow of creating and publishing. In this case the lifecycle consist of creating, approving, and then publishing a content item or page.
   • 2 levels of approval before publishing
     This workflow inserts two intermediate steps of approval between the standard lifecycle workflow of creating and publishing. In this case the lifecycle consist of creating, first level of approving, second level of approving, and then publishing a content item or page.
   • Custom workflow

     In this case you can upload any kind of workflow you have created. It can have your own level of approvals and scenarios and your own buttons, messages, and labels.

     1. Click Select button, and browse your computer for the workflow file.

        NOTE: The workflow file must be a .xamlx file.

     2. Click Upload.
     3. Skip the rest of this procedure.
     4. The Define a workflow: Properties window appears.
4. In Name input field, enter a name for the workflow.
5. In Set approvers section, click Add roles or users button.
   The Select roles or users window appears. Under Roles tab, the system displays all available roles, under Users, the system displays all created users.

   IMPORTANT: Make sure that the users set as approvers have permissions to create and modify the respective content

6. Select one or more Roles or Users that will have the right to approve content items or pages and click Done selecting.

   NOTE: The Administrators role is set as approver by default. It is not displayed in Select roles or users.

   You can delete selected roles or users using button.

7. To add more roles, click Add roles or users button again and perform Step 6.
8. If you select Notify users by email when an item is waiting for their approval checkbox, every time an item or page is set in status Awaiting approval, all users assigned as approvers will receive a notification via email.

   PREREQUISITE: In order for the system to be able to send emails, you must configure the SMTP settings. For more information, see Configuring SMTP settings.

   NOTE: If you have chosen 2 levels of approval before publishing checkbox, the system displays Set approvers for Level 1 and Set approvers for Level 2 sections. In both sections you perform Step 5 to Step 8. You can choose different roles or users to be approvers on each level.

9. In Scope section, define where the workflow applies, by selecting one of the following:
• All content and pages.
  The workflow will apply to all pages and all content items created using the content modules, except Forms. This includes also any custom modules, created with the Module Builder. The workflow does not apply on categories and tags.
• Selected only
  Select the checkboxes of the content items or pages, whose lifecycle you want to change.
10. If you select Allow administrators to skip the workflow checkbox, the administrators will not have to go through the workflow when creating or editing a page or a content item. In this case, the standard lifecycle workflow will apply to administrators only.

    NOTE: You cannot allow approvers, selected above, to skip the workflow. The approvers must enter the workflow, but they will have permissions to also approve the items they have set in status Awaiting approval for the level of approval that they have permissions for.

11. To apply the workflow, select Activate workflow immediately.
    The workflow becomes active immediately after you save it.
12. Click one of the following:
• Save workflow
  The workflow is created and the system returns you to Workflows page.
• Back to workflow types
  The system returns you to Step 3.
• Cancel
  The system returns you to Workflows page without saving the workflow.