This topic describes how to edit the information on the Sites, Monitors, Providers and Approval Levels tabs of the Workflow Manager. Once you have created the initial workflow record and saved it, all of these tabs are displayed. You can then decide which sites the workflow will be used on and which users will perform each of the provider, monitor and approver roles.
Use this procedure to make your workflows available to one or more of your ACTIVE CM web sites. For more information, see Workflows overview.
Be sure you are logged into the ACTIVE CM.
From the Admin Center, open the Workflow Manager.
Click Manage Workflows and add or retrieve the workflow.
On the Sites tab, select one or more sites on which you want the workflow to be available. If you want to select individual sites you need to uncheck the Available in all sites checkbox first.
Note: Groups and the Workflows you create for those groups must be assigned to the exact same site(s).
Click Save.
Providers are the users in your organization who are responsible for creating your web site's content.
Use this topic to add groups or individuals as providers within a workflow. You can have multiple groups of people creating content that then gets submitted to a small number of approvers and monitors. Thus a workflow can have several provider groups added to it but maybe only one group or individual added as a monitor and an approver. For more information, see Workflows overview.
Be sure you are logged into the ACTIVE CM.
From the Admin Center, open the Workflow Manager.
Click Manage Workflows and add or retrieve the workflow.
Go to the Providers tab and under the ROLE column, click on the Provider(s): link.
Select a group on the Groups tab or specific individuals from the Individuals tab. The users selected here are the ones who acts as content providers.
Note: When adding individuals on the Individuals tab, you must place a checkmark beside each name you wish to add and then scroll down and click Add Selected. Then click OK.
Group not there? If you do not see a group on here that you expected to see, it means that you did not set the group type to include "Workflow: Provider". You need to edit the group and check the Provider checkbox. You must also ensure that the Group and Workflow are assigned to the exact same site(s).
Click Save.
Monitors are users who receive email notification when site content changes. These are the people in your organization who do not edit or approve content but want to be notified when it has changed. For more information, see Workflows overview.
Use this procedure for adding monitors to workflows.
Be sure you are logged into the ACTIVE CM.
From the Admin Center, open the Workflow Manager.
Click Manage Workflows and add or retrieve the workflow.
Go to the Monitors tab and under the ROLE column, click on the Monitor(s): link.
Select a group on the Groups tab or specific individuals from the Individuals tab. The users selected here are the ones who acts as monitors, receiving an email notification that content has changed.
Note: When adding individuals on the Individuals tab, you must place a checkmark beside each name you wish to add and then scroll down and click Add Selected. Then click OK.
Group not there? If you do not see a group on here that you expected to see, it means that you did not set the group type to include "Workflow: Monitor". You need to edit the group and check the Monitor checkbox. You must also ensure that the Group and Workflow are assigned to the exact same site(s).
Click Save.
Use this procedure to add approval levels to your workflows. For each approval level that you create, you can add one or more users who will be responsible for approving content when it reaches that step in the workflow process. For more information, see Workflows overview.
If you create a workflow and do not add any approvers to the workflow, the providers assigned to that workflow become both the providers and approvers, able to both create and publish their own content.
Be sure you are logged into the ACTIVE CM.
From the Admin Center, open the Workflow Manager.
Click Manage Workflows and add or retrieve the workflow.
Go to the Approval Levels tab and click Add Approval Level.
In the LEVEL column, click on the new Level 1 link.
Select a group on the Groups tab or specific individuals from the Individuals tab. The users selected here are the ones who will perform the first level of approval when content providers submit their pages for approval.
Note: When adding individuals on the Individuals tab, you must place a checkmark beside each name you wish to add and then scroll down and click Add Selected, then click OK.
Group not there? If you do not see a group on here that you expected to see, it means that you did not set the group type to include "Workflow: Approver". You need to edit the group and check the Approver checkbox. You must also ensure that the Group and Workflow are assigned to the exact same site(s).
Select an option from the ApprovalApproval levels drop-down.
The selection you make here determines how many people are required for each type of vote in order to Approve or Reject changed content.
All: All votes are needed to Approve the content. Only one member needs to reject the content in order for it to be rejected.
One: Regardless of how many approvers there are at this level, only one vote of approval is needed to approve the content and move the work to the next step in the workflow. With this option, the first and second person could reject the content and then the third person vote to approve it and the content would be approved. The content must wait for all approvers to vote. In order to Reject the content, all members at this level must reject it.
Majority: Approval votes from a majority of the members at this approval level is required for approval of the content. In order to reject the content, 50% or more of the members at this level must reject the content.
First: With this option, regardless of how many approvers there are, the content moves to the next step in the workflow based solely on the response from the very first person to review it. So if there are 4 approvers and the first one votes to approve it, the other 3 votes are no longer necessary. The content moves to the next step based on the first vote. Likewise the very first person to review it can reject it and it will be rejected. The final 3 will no longer have a vote but will receive a notification email advising what action has been taken.
Note: An Approver can vote multiple times if desired (only the latest vote counts). If the action represents a changed vote, the user receives a confirmation message and can add a new Note. After each vote, the page's approval/rejection status is evaluated based on the current tally of votes, the current rule for that level, and the current approval level membership.
Enter the number of Escalation Days. When the escalation days number is reached, notification that action is required on the page is sent first to higher levels of approvers and then finally to the site administrator.
Repeat this procedure to create additional approval levels if required. Each subsequent approval level will receive an email notification when the previous level has finished their review and submitted the content.
Click Save.