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Workflow fact sheet

This document describes the workflows which are currently available in the CWCM system.

 

General

You submit one or more files to a workflow. The most easy way to start a workflow to select your documents and to invoke the menu option: Tools - Workflow - Start. For one document you can also use the start workflow icon

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Submitting several files together for approval will allow the manager to approve them all together in one step. This may be necessary because of the relationship between the files or simply to reduce workload.

The CWCM system will then prompt you to choose one of the available workflows, which are explained more in detail below.

When you have selected the type of workflow you will able to provide some information for the workflow, like the performers, additional documents, supporting files, and so on. In addition you can choose to receive a notification when all of the submitted documents are approved.

A document in a workflow can only be modified when it is in the WIP state, i.e. the workflow has assigned the task to the corrector. It is not possible to create a new version or change its properties, when it is in the Staging state.

The system will perform some validations on the documents before letting you start the workflow. If one of the validations fails, the system will provide an error message describing which rule has violated, and you or your webmaster will have to correct the error. The system will enforce the following rules:

  1. At least one document to the workflow is added.
  2. All documents have the WIP status
  3. All documents are located in the same subsite.
  4. The workflow initiator is defined as a content author, a content manager, developer or a webmaster on the subsite of the documents.

The workflow may involve four types of users:

  1. the workflow initiator initiates the workflow and chooses the corrector and content managers who will perform their assigned tasks.
    • The CWCM system will fill in the value for the workflow initiator automatically.
  2. the corrector is the user who will be requested to correct the document(s) when the a content manager or administrator rejects the documents.
    • The workflow initiator can update this value. Possible values are himself and the content authors defined on the subsite where the documents are located.
  3. the content managers are the users who will perform the first validation, which is typically a content validation.
    • The workflow initiator has to choose at least one of the content managers which are defined on the subsite where the documents are located.
  4. the administrator is the user group who will perform the validation of the documents, which is typically a validation of the document formatting.
    • The administrator group is set to the webmaster group of the subsite in which the documents are located.

The activity names starting with the patteren "Automatic" are activities which the CWCM system will execute without any user interaction. Those automatic activities automate some operations. Several types exist:

  1. Lifecycle related activities, like promotion and demotion
    • Promote to Staging, ToWip, Promote to Approved
  2. Regeneration related activities in order to send the documents to the regeneration and publication queue to make them available
    • SendToRegen
  3. Message related activities in order to send e-mails to specific users
    • Send abort notificati, Send publication notif, Send approval notif
  4. Workflow management activities to prevent two workflows to be running on the same document and to block the access to the documents during the execution of the workflow
    • Initialize workflow, Validate documents, Terminate workflow, Revoke author access

In the graphical representations below red lines indicate that the performer decided to reject the documents, while black lines indicates the performer decided to continue the "normal" workflow path.

For each workflow type the complete workflow definition, including automatic technical activities and manual activities, and a conceptual representation will be provided.

 

The "001 Formal agreement" workflow

The "001 Formal agreement" workflow has two validation phases: first some of the content authors will validate the document. When they are ready a webmaster will validate the document. If a content authors or a webmaster rejects the document the designated corrector will have to correct the document and submit again to the content authors. This process is shown schematically in the next figure.

When you initiate a workflow of this type you will have to provide values for

  1. the corrector
    • By default, you are assigned as the corrector, but you can change this and assign a content author.
  2. one or more content managers
    • You can choose one or more content managers of the subsite.
  3. the administrator
    • You are not able to change this value.

 

The next figure shows the complete workflow definition with all tasks.

When the workflow is started, the CWCM system will perform automatic activities, including the promotion of the documents and the publication to the staging web server. Note that the publication could time take some time, but is handled with a high priority for the publication.

After exexcuting these automatic activities, all assigned content managers will receive a task in their CWCM Inbox with the request to validate the document (Activity "Content Manager Review"). If all assigned content managers approve the documents, the documents are sent to the webmaster group. If one of the content managers rejects the documents, even if another content manager already approved the documents, the documents will be put in WIP state (without creating a new version) and sent to the corrector (Activity "Correction Author") who is then able to update the document using the normal editing functionalities.

The documents can only be edited when they are in the WIP state. This implies that in order to change a document the documents have to be rejected by a content author or a webmaster.

As you can see in the picture, the corrector resends the documents to the content managers, once he has updated the documents by using the standard editing functionalities.

When all assigned content managers have approved the document, the documents are sent to the next validation phase, i.e. the webmaster validation. All webmasters of the documents' subsite will receive a task in their inbox requesting them to validate the documents. Using the workflow interface a webmaster will accept the task, and the system will assign the task only to this webmaster, and remove all the tasks from the inboxes of the other webmasters.

The webmaster who accepted the task, will decide to approve or reject the documents. If he rejects the task the documents return to the WIP state, and are sent back to the corrector, who will perform the same operations as when a content manager rejected. If the webmaster approves the document, the document is promoted to the Approved state and then to Active state depending on the value of the effective date. The documents will be regenerated and then published to the Active or production web server. The workflow will send notifications to the workflow initiator and the corrector if the workflow initiator opted to receive an approval notification.

The activity "Automatic: Terminate workflow" will detach the workflow from the documents in order to allow users to start a new workflow later on.

 

The "002 Informal agreement" workflow

The "002 Informal agreement" workflow is very similar to the "001 Formal agreement" workflow, because it also provides a two phase validation with content managers and webmasters. While in the "001 Formal agreement" the content managers have to log in into the CWCM system, open their CWCM inbox and then complete the CWCM task, the "002 Informal agreement" workflow will send a e-mail notification to the assigned content managers. The e-mail contains the URLs of the documents on the Staging web server to provide the assigned content managers with a preview of the published pages. It is up to the content managers to let the corrector know whether they approve or reject the documents.This is shown in the next figure.

The complete workflow definition is shown in the next figure:

In the figure you can see, that after the workflow initiation the system will perform a set of automatic tasks, including the promotion of the documents, and the publication to the Staging web server. At the same time the system will send to the assigned content managers an e-mail containing the URL to the documents on the Staging web server. By clicking the URL the document is opened in their web browser and they can see the resulting HTML page. In the meantime, the corrector will receive a task in his CWCM inbox. The content managers will communicate their approval or disapproval to the corrector by "informal communication", like phone, e-mail,... Based on these answers he will send the documents to webmasters for approval or abort the workflow.

If the corrector aborts the workflow, the documents will be put back in the WIP state, and the content managers will receive an e-mail saying the workflow has been aborted, and they should ignore the previous e-mail asking their approval. Once the corrector has made the necessary modifications, he initiates a new workflow, possibly from a different type.

If the corrector forwards the documents to the webmaster group, all webmasters receive the appropriate tasks in their CWCM inbox. The first webmaster to accept the task, will also reject or approve the documents.

The webmaster who accepted the task, will decide to approve or reject the documents. If he rejects the task the documents return to the WIP state, and are sent back to the corrector, who will edit the document and make the necessary modifications. Once he is ready he will forward the task, and the content managers will receive a new e-mail requesting their approval.

If the webmaster approves the document, the document is promoted to the Approved state and then to Active state depending on the value of the effective date. The documents will be regenerated and then published to the Active or production web server. The workflow will send notifications to the workflow initiator and the corrector if the workflow initiator opted to receive an approval notification.

The activity "Automatic: Terminate workflow" will detach the workflow from the documents in order to allow users to start a new workflow later on.

 

The "003 No management agreement" workflow

The "003 No management agreement" workflow does not involve content managers in the approval process.The next figure shows the shema of the workflow

When you initiate a workflow of this type you will be requested to provide a value for

  1. the corrector
    • possible values are you or one of the content authors defined on the subsite in which the documents are located
  2. the administrator
    • only one value is possible: the webmaster group of the subsite in which the documents are located

The complete workflow definition is shown in the next figure.

After the initialization of the workflow the CWCM system will perform some automatic activities, including the promotion of the documents to Staging and the publication of the documents to the Staging web server.

Then all webmasters will receive a task in their CWCM inbox.The first webmaster to accept the task, will also approve or reject the documents.

The webmaster who accepted the task, will decide to approve or reject the documents. If he rejects the task two paths are possible:

  1. the documents return to the WIP state, and are sent back to the corrector, who will edit the document and make the necessary modifications
  2. the documents return to the WIP state, and the workflow is aborted

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If the webmaster has chosen to send the documents back to the corrector, the corrector will receive a task in his CWCM inbox. He will be able to edit the document in order to make the necessary modifications, and then forward the documents back to the webmaster group. Alternatively, he can choose to stop the workflow and to initiate a new workflow later on.

If the webmaster, who accepted the task, approves the document, the document is promoted to the Approved state and then to Active state according to the value of the effective date. The documents will be regenerated and then published to the Active or production web server. The workflow will send notifications to the workflow initiator and the corrector if the workflow initiator opted to receive an approval notification.

The activity "Automatic: Terminate workflow" will detach the workflow from the documents in order to allow users to start a new workflow later on.