Scenario 2: Tokens Scenario 3: Jump Based on Metadata Scenario 4: Time-Dependent Jump

4-40 Application Administrators Guide for Content Server The graphic artists and editor should be able to edit the content, but the supervisors should not have editing privileges. To set up the workflow for this example, you would: ■ Define a security group called Marketing, and make sure that the graphic artists and the editor have Write permission, and the marketing supervisors have Read permission to the security group. ■ Define a content type called MktBrochure. ■ Define a workflow called Marketing Brochures, with the security group set to Marketing and criteria set to Type = MktBrochure. ■ Define the first step, called Graphic Artist, as a ReviewerContributor step with approval required from at least 1 reviewer. Because the graphics department is very stable, you can assign the user logins of the three graphic artists to the step. ■ Define the second step, called Editor, as a ReviewerContributor step. Assign the editors user login to the step. ■ Define the third step, called Marketing Team, as a Reviewer step with approval required from all reviewers. The management structure changes frequently, so set up an alias called MktTeam and assign it to this step. ■ All marketing brochures must be checked into the Marketing security group with a Type of MktBrochure, so it is a good idea to instruct all possible contributors of marketing brochures about how to check them in. ■ For the approval process to work correctly, the MktTeam alias must be kept up-to-date.

4.7.2 Scenario 2: Tokens

After you created the Marketing Brochures workflow in Scenario 1, the Marketing department requested that all marketing brochures be returned to the original author for final review before they are released. The original author should not have editing privileges. To set up the workflow for this example, you would: ■ Create a token called Author and define the user as dDocAuthor. ■ Define a fourth step in the workflow, called Original Author, as a Reviewer step. Assign the Author token to the step.

4.7.3 Scenario 3: Jump Based on Metadata

The Marketing Brochures workflow you created in Scenarios 1 and 3 is working smoothly, but now the Marketing department would like to automatically notify the various sales reps when a new brochure is released for one of their product lines. To set up the workflow for this example, you would: ■ Define a required custom metadata field called Product, and create an option list of the products. ■ Set up an alias for each product, and assign the appropriate sales reps to each alias. Note that each user can be assigned to more than one alias. ■ Define a fifth step in the workflow, called Notify Sales, as a Reviewer step with approval required from zero 0 reviewers. Managing Workflows 4-41 ■ Define a sub-workflow for each product that contains one Reviewer step with approval required from zero 0 reviewers. Assign the corresponding product alias to the step. ■ Define an entry script in the Notify Sales step that jumps to the sub-workflow that matches the product. ■ For the notification process to work correctly, the product option list and aliases must be kept up-to-date.

4.7.4 Scenario 4: Time-Dependent Jump

The Marketing department is having trouble getting marketing brochures approved in a timely manner. They would like to change the Marketing Brochures workflow to automatically move content to the next step if it hasnt been approved or rejected by the graphics department, supervisors, or original author within 7 days. The editor is allowed a little more time—they get 10 days before the content goes to the next step. To set up the workflow for this example, you would: ■ Define a script template called AutoApprove, with a target step that goes to the next step in the workflow if the last entry was 7 days ago. ■ Add an update jump to the Graphic Artist, Marketing Team, and Original Author steps. Use the AutoApprove script template to create the jump. ■ Add an update jump to the Editor step, using the AutoApprove script template. Edit the script so that the jump occurs at 10 days rather than 7 days.

4.8 Workflow Tips and Tricks