Basic Workflow Process Creating a Basic Workflow

4-18 Application Administrators Guide for Content Server ■ Initial contribution step with one or more contributors. ■ Zero or more review steps with zero or more reviewers per step. This section discusses the following topics: ■ Basic Workflow Process on page 4-18 ■ Basic Workflow Tips on page 4-19 ■ Setting Up a Basic Workflow on page 4-20 ■ Changing a Basic Workflow on page 4-23

4.4.1 Basic Workflow Process

The following steps explain the Basic workflow process: 1. A user with Workflow rights sets up the Basic workflow by defining the following items: ■ Content: New content can be created andor existing content can be selected. After going through the workflow, new content is released to the system at revision 1, and existing content is released to the system at the next revision number for that content item. ■ Initial contributors ■ Review steps, reviewers for each step and number of approvals required for each step. 2. A user with Workflow rights starts the Basic workflow by enabling it. 3. An e-mail is sent to the contributors. 4. Any of the contributors can check out and then check in a file for each content item in the workflow. 5. Reviewers for the first step are notified by e-mail that the revisions are ready for review. 6. The reviewers approve or reject the revisions. ■ If the step permits editing, the reviewers can check out the revisions, edit them, and check them back in before approving it. ■ If a user rejects a revision, the revision 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. 7. Generally, if a Basic workflow contains multiple files, none of them will be released to the system until all of the files have been released from completion of the workflow. Completed content items stay in PENDING status until the last revision is approved. However, if you release a content item from edit state as a side effect, that content item can be released without waiting for all items in the Basic workflow. 8. When all steps are complete and all revisions are approved, the revisions are released to the system. Managing Workflows 4-19 Figure 4–3 Basic Workflow Process

4.4.2 Basic Workflow Tips