Workflow example

This example describes the steps that are required to create a four stage Workflow.

Actions

The actions that are required for this workflow are:

Table 1. Actions
Action Description
Publish Makes a document visible as a published document on the website.
Scheduled Move This scheduled move action detects when a document passes its expire date and moves the document into the Expired stage.
Expire Stops a document from being visible on the website.
Email Sends emails to selected users. In this example, you select "Email Stage Approvers".

Stages

The following stages make up the Workflow:

Table 2. Stages
Workflow Stage Actions on Entering Description
Stage 1, Draft All content begins the Workflow in this Stage. All content authors are authorized to use the Draft stage.
Stage 2, Review Email Content requires a review stage before it is published. A small group of people are authorized to approve content in this stage and move it to the Publish stage. The email action sends an email to each approver.
Stage 3, Publish Publish

Scheduled Move

This is the stage where content from the workflow is published. The Publish action is triggered when the Publish Date is reached. At this point, the content is visible on the website. The Scheduled Move action is triggered when the Expire Date is reached.
Stage 4, Expired Expire The Scheduled Move action moves the content into this stage, where the Expire action stops the document from being visible on the website.

Progressing through the workflow

Table 3. Progressing through the workflow
Process Stage Status
An item is first created and saved: Stage 1, Draft Draft
When the Item Creator is ready, they move it to the next stage. Stage 2, Review Draft
An Approver would then access the document and review it. If Approved, the item would be moved to the next stage.

The Status is Draft pending Published. This is because the time specified in the Publish Date field of the item has not yet been reached.

Stage 3, Publish Draft pending Published
Once the Publish Date is reached, the item's Status changes to Published. The item is still in Stage 3, Publish, but the Status has changed. Stage 3, Publish Published
Once the Expire Date is reached, the document is moved to the final stage.

As both the Scheduled Move and Expire actions are using the Expired date in this example, the item's Status immediately changes to Expired.

If the Scheduled Moved Action used a General Date prior to the Expire Date, then the item's Status would remain as Published pending Expire until the Expire Date was reached even though it had entered Stage 4, Expire.

Stage 4, Expire Expired
Using workflows and access to workflow items:

Users do not require access to a workflow's actions or stages to participate in a workflow. Actions are performed using system access and are not determined by the access of the user who approved/rejected the item.