Workflow Framework - Keeping your content moving
Whatever your workflow - we have it covered.
Workflow is often something that is very complicated to set-up in many systems. In Contensis it is easy. All you need to do is assign the relevant groups or users the permissions to approve and edit and you are ready to go.
We call the standard workflow a two-step workflow. This workflow allows for check-out/check-in and passing of content at the first stage, followed by a submit for authorisation. Once a submit for authorisation has been done, the content can then be approved by users with approval permissions, revoked by the editors or approvers or declined, which will pass it back to the first step.
If the content is approved, it will either go immediately live or can go into a state for technical approval normally we call this webmaster approval. A webmaster approval brings in a third step to the workflow.
This screenshots shows the workflow options available at all times during editing
Bear in mind that the work flow itself supports the full auditing , versioning and permissions system.
Normally, when our customers use workflow they are using it to aid in the approval and publication of content, but the workflow can be used to help in many more areas.
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Increase worker productivity
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Deliver accountability and compliance
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Reduce compliance risk
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Support information governance
This screenshot shows a typical email received when content has been submitted for approval.
At each step of the workflow there are notifications available to keep anyone involved in the process up-to-date.
When a piece of content is sent for authorisation, for example, the system will send out an email to all available authorisers to notify them of the authorisation request.
Approvals can happen directly from the email, based upon a full screen shot of the content, if the system is configured for this.
Workflow extends throughout the system to many other areas. For example, when content is due for review or due to expire, workflow email notifications will be sent to users to inform them of these events.
This screenshot shows how we have assigned create, edit and view rights to a group called Low Privileges
Assigning permissions is straightforward; all you need to do is tick the relevant permissions against the relevant users or groups. Once this is done the workflow is configured and will immediately kick-in.
In our experience, certainly for web content management, the standard model works for 99% of our customers, without fail.
Often customers believe they need much more complicated workflow but in reality, the standard workflow provides everything they require.
If you do want to create more complex workflows, this is also possible and entirely configurable using the Contensis Open API . With this method you can create any number of steps, in any way you choose. Customer will often implement a workflow in this way if they want a specific workflow configured for policy documents, for example.