A workflow consists of a series of steps required to complete a process. In the ACTIVE CM, a workflow consists of the steps required to move page content from its initial creation by a content provider, through approval and on to publication. Once published, the ongoing workflow process requires periodic review and edits which can also be scheduled within the ACM.
Each step of a workflow consists of a task and one or more people who perform the task. People who perform the different tasks are grouped according to role they perform (Content Provider, Approvers, Monitors) For example:
Persons A, B, and C all create content and submit it for approval. (Content Providers)
Person D then reviews and approves their content (Approval Level 1)
Person E then gives the final stamp of approval of the content for publication (Approval Level 2)
Persons F and G receive notification of the new/revised content (Monitors)
The role that people play in a workflow (provider, approver, monitor) is controlled by permissions settings that give users rights to perform tasks:
Content Providers are able to create and edit content.
Approvers are able to approve content changes. (there can be multiple levels of approvers)
Monitors, get notified when content changes are made.
Workflows are assigned to pages and users are assigned to workflows. Thus, the workflow that gets attached to a page determines who will be responsible for editing, approving and monitoring that page.
Workflows contain additional steps when working with multi-language sites. When the primary language site is set to require translation, its content does not actually get published until the secondary language site has been translated and published. For more information, see Multi-language sites overview.
Each time you submit a page to the workflow process, you can enter a Workflow Note. These notes are used during the approval process. For example, if you submit a page to be reviewed you can enter a note explaining what you have changed or why you have done something. In response, the approver may reject the page and add a note explaining why. Workflow notes are included on the Workflow tab or can be added to workflow notification emails. Once the page is published, the notes are deleted.