Criteria Workflow Process Creating a Criteria Workflow

Managing Workflows 4-11 ■ If you must disable a workflow in order to modify it for example, to add a step all content is immediately released from the workflow. To disable a workflow without releasing content first clone the workflow to a static workflow which has the same step sequence as the original workflow but which has no step logic. The content will go into a step and stay there until moved. Next create an update event in the original workflow. This event is triggered by time and pushes the content into the cloned static workflow at the appropriate step. When the content is out of the original workflow you can disable the workflow, make the necessary changes then re-enable it. Then use the same timed event logic to move the content from the cloned workflow back to the original workflow.

4.3 Creating a Criteria Workflow

Criteria workflows are used to set up a standardized review process for individual documents. They define the review process for content that enter the workflow automatically when they match predefined criteria. For example, any time a new purchase order is generated, it might be automatically routed to specific reviewers for approval. A Criteria workflow includes the following: ■ Criteria defined by a security group and one metadata field. ■ Auto-contribution step with no predefined users. ■ One or more reviewer steps with one or more reviewers per step. A sub-workflow is a workflow that does not have an initial contribution step. Sub-workflows are useful for splitting large, complex workflows into manageable pieces. Content can enter a sub-workflow only through a jump from a Criteria workflow. This section discusses the following topics: Concepts ■ Criteria Workflow Process on page 4-11 ■ Criteria Workflow Tips on page 4-13 Tasks ■ Setting Up a Criteria Workflow on page 4-14 ■ Changing a Criteria Workflow or Sub-workflow on page 4-16 ■ Disabling a Criteria Workflow or Sub-workflow on page 4-17 Sub-workflows are set up using the same procedure as Criteria workflows with a few minor exceptions. Those exceptions are noted in the procedure for setting up Criteria workflows.

4.3.1 Criteria Workflow Process

The following steps briefly explain the Criteria workflow process: 1. A user with Workflow rights sets up the Criteria workflow by defining the following: 4-12 Application Administrators Guide for Content Server ■ Security group ■ Metadata field and value for example, ContentType matches PurchaseOrder ■ Review steps and reviewers for each step ■ The number of approvals required for each step. For example, do all reviewers need to approve it before it can move to the next step? ■ If a group of people need to be included in an alias or if a token should be set up, perform those tasks ahead of time. 2. A user with Workflow rights starts the Criteria workflow by enabling it. 3. When content is checked in with the defined security group and metadata field value, the content enters the workflow. 4. Reviewers for the first step are notified by e-mail that the revision is ready for review. 5. The reviewers approve or reject the revision. ■ If the step is a reviewercontributor step, the reviewers can check out the revision, edit it, and check it back in before approving it. For example, editors may need to alter the content of an item in the workflow. ■ If a user rejects the revision, the workflow returns to the previous contribution step, and the users for that step are notified by e-mail. ■ When the minimum number of users have approved the revision, it goes to next step. If the minimum number of approvals is 0, the revision moves to the next step automatically. 6. When all steps are complete, the revision is released to the system. Managing Workflows 4-13 Figure 4–2 Criteria Workflow Process

4.3.2 Criteria Workflow Tips