mojoPortal Tips: Managing Content Workflow, Part II
Written by Carole Bennett Monday, 28 November 2011
We’ll pick up where we left off in Part I: let’s set the roles for each of our users. We’ll assign J. Writer to the Content Author role, L. Editor to the Content Administrator role; now let’s see how to set up the workflow between these users.
We’ll click the “Settings” icon for the content feature for which we’re designating a workflow, as seen above. That will lead us to this screen:
We’ll check the box for “Content Authors” under the section for “Roles that can only edit as draft”, and under “roles that can edit content”, we’ll check “Content Administrators”. (Just so that you won’t be confused: Administrators override all this, so Administrators can step into any part of this workflow at any time.) Remember to click “Save”!
OK – here’s the big part you don’t want to overlook; even if you’re only setting workflow on a feature, you must enable workflow for the page also! If you don’t, the only role that will see the workflow controls is Administration. Got that? Excellent! I didn’t, at first, and it drove me batty when I was working out workflows.
Now, we’ll log in as “Author”, to add some content. Notice that the screen options are a bit different for Content Authors:
Once the author’s saved their content, they’ll see these options; to notify the editor that the content’s ready for review, Author will need to click the “approval request” icon, as seen below.
Once the author has requested approval, all persons included in the Content Administrator role will receive an e-mail like this:
The e-mail recipient can click on the link, and either approve the content as is, edit it and approve it, or reject it, with or without a reason to be passed along to the content author.
If you’ve got a significant amount of draft content and workflows to track, it’s handy to see everything at a glance in the Administration/Content Workflow section:
There’s one other nifty feature about the workflow – publishing, which is available to anyone with Edit rights.
What’s so great about it? Well, in combination with a publishing calendar, this feature can allow you to create content to be published at a later point in time, for a designated timeframe.
mojoPortal’s built-in workflow isn’t meant for complex business processes; however, it’s a great starting point for SMB projects, and leveraged properly, can go a long way towards ensuring the quality and timeliness of your content.