WiscWeb CMS - Overview of Workflows

This document provides an overview of Workflows in the WiscWeb CMS and the various reactions which can be triggered by events in the CMS.

In CMS, a workflow allows you to manage the creation and editing of content (content workflow), as well as structural changes made to the project (structural workflow). Both types of workflows share some common properties:

  • They can be assigned to all structural elements of a project
  • They can also be assigned to the Project tree item itself, with more specific workflow within the project allowed
  • They can be pre-assigned to Content Classes' structural elements so that page instances, when created, automatically have a workflow

Content Workflows

Reactions (i.e. what happens when a certain event happens) that can be set for content workflows' triggers are:

  • Email - send an e-mail to select user(s) of the site
  • Release - require select user(s) to approve the action
  • Page Forwarding - automatically forward the page to a link within the site
  • Resubmit Automatically - allows scheduling of when a page is resubmitted for review (e.g. yearly basis) and expires if not approved then
  • Start Publication - start publication of the page(s) affected by the action
  • Start Job - start a user-defined Server Manager job (not applicable for most UW sites)
  • Write Workflow XML File - allows creation and saving of XML file with workflow data in it (not applicable for most UW sites)
  • Web Compliance Manager - allows validation of page and its spelling
  • Transfer Page to Other Language Variants - can transfer page contents from current language variant to one or more other language variants

However, unlike structural workflows, not all of content workflows' potential triggers can be associated with all of content workflows' potential reactions.

The following table shows what options you have in determining which events trigger which content workflow reactions:

Page Created Page Changed Page Deleted Page Connected to Link Page Disconnected from Link Page Translated
Email These reactions are currently inactive within WiscWeb CMS. They are options, but the reaction will not fire if selected. OK OK OK OK OK OK
Release OK OK N/A OK N/A OK
Page Forwarding OK OK N/A N/A N/A N/A
Resubmit Automatically OK OK OK OK OK OK
Start Publication OK OK OK OK OK OK
Start Job These reactions are currently inactive within WiscWeb CMS. They are options, but the reaction will not fire if selected. Inactive Inactive Inactive Inactive Inactive Inactive
Write Workflow XML File These reactions are currently inactive within WiscWeb CMS. They are options, but the reaction will not fire if selected. Inactive Inactive Inactive Inactive Inactive Inactive
Web Complicance Manager OK OK N/A N/A N/A OK
Transfer Page to Other Language Variants These reactions are currently inactive within WiscWeb CMS. They are options, but the reaction will not fire if selected. Inactive Inactive N/A N/A N/A Inactive

Red X Reactions labeled with this icon are currently inactive within WiscWeb CMS. They are options, but the reaction will not fire if selected.

Structural Workflows

A structural workflow's available reactions can be triggered by four different events. Unlike content workflows, all of structural workflows' potential triggers can be associated with all of structural workflows' potential reactions.

The options that exist for reacting to structural changes in the project are as follows:

  • Email - send an e-mail to select user(s) of the site
  • Release Necessary - require select user(s) to approve the action
  • Start Publication - start publication of the page(s) affected by the action
  • Start Job - start a user-defined Server Manager job

The following table shows what options you have in determining which events trigger which structural workflow reactions:

Changed Page Keyword Assignment Changed Structural Element Keyword Assignment Page Connected Page Disconnected
Email These reactions are currently inactive within WiscWeb CMS. They are options, but the reaction will not fire if selected. OK OK OK OK
Release Necessary OK OK OK OK
Start Publication OK OK OK OK
Start Job These reactions are currently inactive within WiscWeb CMS. They are options, but the reaction will not fire if selected. Inactive Inactive Inactive Inactive

Red X Reactions labeled with this icon are currently inactive within WiscWeb CMS. They are options, but the reaction will not fire if selected.

Here are some important considerations to keep in mind when developing or editing structural workflows for your site:

  • Structural workflows only allow a single release level
  • Structural workflows are valid for all language variants
  • If a structural change is rejected, then the previous state is restored
  • If a page's linking is rejected and it is not connected to another link, then it will be saved as an unlinked page



Keywords:reddot red dot wiscwebcms wisc web wiscweb cms content management system opentext open text overview work flow workflow workflows flows content structural   Doc ID:13176
Owner:Ryan H.Group:WiscWeb CMS
Created:2010-01-20 19:00 CDTUpdated:2014-12-02 12:34 CDT
Sites:DoIT Help Desk, WiscWeb CMS
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