Workflow Overview Introduction to Workflows

4 Managing Workflows 4-1 4 Managing Workflows This chapter provides task information as well as conceptual and reference information for using the workflow functionality available with Content Server. This chapter contains the following topics: ■ Introduction to Workflows on page 4-1 ■ Planning a Workflow on page 4-7 ■ Creating a Criteria Workflow on page 4-11 ■ Creating a Basic Workflow on page 4-17 ■ Customizing Workflows on page 4-24 ■ Workflow And Script Templates on page 4-35 ■ Workflow Scenarios on page 4-39 ■ Workflow Tips and Tricks on page 4-41

4.1 Introduction to Workflows

This section provides an overview to workflows, their uses, and the advantages they can provide for your business operation. It discusses the following topics: ■ Workflow Overview on page 4-1 ■ Workflow Steps on page 4-2 ■ Workflow Step Evaluation Process on page 4-5 ■ Workflow Participation on page 4-7

4.1.1 Workflow Overview

Workflows are used to specify how content is routed for review, approval, and release to the system. For example, using a workflow ensures that the appropriate people in the Legal Department, Human Resource Department, and in upper management review and approve new policies before being released on the organizations intranet. Or a workflow could be set up to obtain timely approval and sign-off on marketing campaigns that are produced in-house. Users receive e-mail notification when content in a workflow is ready for review. Designing an effective workflow is an iterative process. Workflows are planned, refined, and re-defined as the process is implemented. Good planning in the beginning 4-2 Application Administrators Guide for Content Server can eliminate many problems before the workflow is enabled. See Planning a Workflow on page 4-7 for details about the planning process.

4.1.1.1 Types of Workflows

There are three types of workflows: ■ A criteria workflow is used for content that enters a workflow automatically based on metadata that matches predefined criteria. ■ A basic workflow defines the review process for specific content items, and must be initiated manually. ■ In addition to these two basic types, sub-workflows can be used. Sub-workflows do not have an initial contribution step, but are entered via a workflow jump. They are created in the same manner as criteria workflows. Sub-workflows are useful for splitting large, complex workflows into manageable pieces.

4.1.1.2 Workflow Advantages and Disadvantages

Setting up workflows for your business processes can provide several advantages: ■ Workflows provide good reporting metrics; by using workflows, an audit trail can be created of who signed off on content at various points of the life cycle of the content. ■ Workflows help you get the right information to the relevant person, and the relevant information to the right person. ■ Designing a workflow forces you to examine and understand your business processes, helping you find areas that can be improved. The same elements that provide advantages can also be disadvantages: you will be forced to examine your business processes and map out how you want to use workflows. This can be a time-consuming process, but the end result is worth it.

4.1.2 Workflow Steps