Details Screen

The Details screen allows you to set up your Workflow Schema by adding Workflow Streams, steps and conditions. For more information about the Status section, see the Details Screen chapter in the Asset Screens manual.

For more information on steps and conditions, refer to the Workflow Steps and Conditions chapter in this manual.

Details

The Details section of the Details screen is shown in the figure below.

The Details section of the Details screen

By default, the name that was entered into the Schema Name field when the Workflow Schema was created will appear in this section. You can change the name of the Workflow Schema by clicking into the Schema Name field and entering the new name for the Workflow Schema.

The Notify Starter When Live? field allows you to send an email notification to the user who initiated the workflow process on an asset when this process is completed and the asset is made Live. The format of this email can be configured in the Notify on Live Message settings on the Custom Messages screen of the Workflow Schema. For more information, refer to the Custom Messages chapter in this manual.

Workflow Streams

This section allows you to add and edit the Workflow Streams associated with the Workflow Schema. The Workflow Streams section of the Details screen is shown in the figure below.

The Workflow Streams section

Adding multiple Workflow Streams to a Workflow Schema allows you to define multiple sets of steps, which can be selected by users with Admin Permission when starting workflow.

Default Stream

This section displays the Default Stream for the Workflow Schema. This stream will be used when no Alternate Streams have been created or when no Alternate Streams are selected when workflow is started. Please note that the Default Stream cannot be moved or deleted.

To add and edit the steps of the Default Stream, click on the  icon – the Workflow Stream Summary, Steps Defined For This Workflow Stream and Create New Step sections will be displayed for this stream, as shown in the figure below.

Additional sections for a Workflow Stream

Alternate Streams

This section displays any configured Alternate Streams for the Workflow Schema. These streams are used to create alternate sets of steps that can be used when starting workflow. You may choose to, for example, create Alternate Streams to differentiate between Significant, Insignificant and Urgent changes. These streams can be configured to require different approval methods, appropriate for the significance of the changes. By default, no Alternate Streams will be displayed in this section, as shown in the figure above. Because there are no Alternate Streams, the Default Stream will always be used when workflow is started on an asset.

When Alternate Streams have been created, they will be listed in the section, as shown in the figure below. For more information on how to create Alternate Streams, refer to the Add New Workflow Stream section in this chapter.

Alternate Workflow Streams

To add and edit the steps of any Alternate Streams, click on the icon – the Workflow Stream Summary, Steps Defined For This Workflow Stream and Create New Step sections will be displayed for this stream.

Add New Workflow Stream

This section allows you to create Alternate Streams for the Workflow Schema. To create a new stream, select the Create a new stream called:  tick box and enter a name for the stream. Click Commit. This stream will now appear in the Alternate Streams section, as shown in the figure below.

An example of adding a new Workflow Stream

Workflow Stream Summary

This section allows you to re-order the steps of a Workflow Stream by dragging and dropping them into a new location. If you have not added any steps, no information will appear in this section.

Once you have added steps, they will appear in this section, as shown in the figure below.

The Workflow Summary section

To re-order a step:

1. Click and hold the double-headed arrow icon on the left hand side of the step. When you move the mouse, the step will follow.
2. Place the cursor on the gray line where you want to put the step. For example, in the figure shown below, the cursor has been placed on the gray line above step 1.  

   
   An example of re-ordering the Workflow steps  

3. Drop the step in the new location.
4. Click Commit. The steps will now be re-ordered in the Workflow Stream.            

Steps Defined For This Workflow Stream

This section shows the steps that have been added to the Workflow Stream. It allows you to edit and delete each step that has been added. If you have not added any steps, no information will appear in this section. When you add a step, it will appear in this section of the screen, as shown in the figure below.

A Step on the Workflow Stream

Each blue heading represents a step that has been added to the Workflow Stream. For example, in the figure below, two blue headings appear – Content Authors and System Administrators. This means that two steps have been added to this Workflow Stream.

Two Steps on the Workflow Stream

For each step listed, the following fields are available:

• Delete?: to delete a step and all of its condition, click this box and click Commit. The step will be removed from the Workflow Stream.
• Step Logic: this field allows you to define the logic to be applied to the conditions for this step. You can select from the following options:  
  • All: select this option to specify that all conditions listed must be met before this step is complete. For example, if you have two conditions listed for the step, these two conditions need to be met before the step is completed.
  • At Least: select this option and enter the number of steps that need to be met in the text field. This means that at least x number of steps need to be met before the step is completed. For example, if you have two conditions listed for the step and you specify that at least 1 condition must be met, then only one of the conditions need to be met before the step is completed.
• Conditions: this section lists the conditions that have been added to this step in the Workflow Stream. It allows you to edit and delete each condition that has been added. If you have not added any conditions, no information will appear in this section. When you add a condition, it will appear in this section of the screen, as shown in the figure below.  

  
  A Condition on the Workflow Step  

  For each field listed, the following fields are available:  
  • Condition Name: this field shows the user, User Group or Role that is part of that condition. For example, in the figure above, the Content Authors User Group is part of the first condition in the list.
  • Notify When Live: check this box to notify the user, User Group or Role when the asset goes Live. This notification will be sent as an email.
  • Require Comment: check this box if you want to force the user, User Group or Role to enter a comment when they are approving or rejecting a step in the approval process.
  • Group Logic: this field will only appear if you have selected a User Group or Role for the condition, as shown in the figure above. You can select from the following options:  
    • At least: select this option and enter the number of users from the User Group or Role that need to approve the changes. For example, if you have specified at least 2 member(s) must approve, then two users from the User Group or Role need to approve the changes for this step of the approval process.
    • All: select this option to specify that all users in the User Group or Role need to approve the changes. For example, if you have selected a User Group and this User Group has four users in it, all four users need to approve the changes for this step of the approval process.
  • Delete?: to delete a condition from the step, click this box and click Commit. The condition will be removed.
• Unlisted User Commenting: select whether or not a user not specified in a condition needs to enter a comment when they are rejecting a step in the Workflow Stream. This will only be applied to System Administrators or the Root User who can reject a step even if they are not part of the approval process.
• New Condition?: this field allows you to add a new condition to a step. Select either the user, User Group or Role and click Commit. The condition will be added to the Conditions list above.  

  Tip: If you want the System Administrators to be part of a condition, you can select the System Administrators folder under the System Management folder instead of a User Group.  

• Expiry Time: this field allows you to set an expiry time for the step. If this step is not completed within this time frame, a reminder message will be sent to the administrators of the asset. Enter the number of days, hours and minutes into the fields provided. By default, these values are 0 meaning that the expiry time is disabled.
  If escalation is being used as part of this step, this time frame will be used for this process. For more information on escalation, refer to the Workflow Escalation chapter in this manual.
• Escalate?: this field allows you to specify whether or not to use escalation as part of this step. This means that after a certain period of time, if this step has not been approved it will escalate to either a sub-step of this step or to the next step in the Workflow Stream. For this to work, the Expiry Time needs to be filled out. For more information on escalation, refer to the Workflow Escalation chapter in this manual.

Create New Step

This section allows you to add new steps to the Workflow Stream. Enter the name of the new step into the Create a new step called field and click Commit. A new step will appear in the Steps Defined For This Workflow Stream section.

Deleting a Step

To delete a step in a Workflow Stream, go to the Details screen. Check the Delete field for the step in the Steps Defined For This Workflow Stream section and click Commit. The step and all of its conditions will be deleted from the Workflow Stream.

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