Working with Items in
Workflow
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Module Objectives
By the end of this module, you will be
able to:
Describe the purpose of workflows.
Manage items that are part of a workflow.
Demonstrate how to use Workbox and RSS for
Workflows.
Explain automated numbered versioning.
Use the workflow to approve changes to content.
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Using Workflow for Associated Content
What Is a Workflow?
Makes the item publishable
Automatically manages item numbered versioning
Design based on your organization’s needs
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Workflow States and Commands
Draft: Initial Workflow state
Submit
Awaiting Approval Approve with Test
Approve without Test
Reject
Approved: Final Workflow state
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Workflow Actions
When an item enters a
workflow state or a workflow
command is fired:
Auto Submit Action
• Move item to next state
automatically
• Ideal for users with limited security
Auto Publish Action
• Final workflow state = publish!
• Non-final workflow state = un-
published!
Validation Action
• Validation Error = stops item from
moving to next workflow state
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Using the Workbox
Select workflow
Shows All workflow items
Expand workflow states
View Version history
Preview, open and compare
Select Commands
RSS and subscribe
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Using Workflow for Associated Content
Associate content is content that comes from somewhere other than the context item
Field and component floating toolbar contains:
Workflow commands
Usage information
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Using Workflow for Associated Content
Items appear in the Workbox
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Demo 7.1: Submitting an Item
for Approval
In this demo you will learn about the various
ways of submitting an item for approval in
the Content Editor.
Demo 7.2: Pushing Associated
Content through Workflow
In a previous module, the Gear's item was
edited by adding content to the summary
fields on the child items. In this demo, you
will learn how to approve the changes
through workflow, and then verify that the
item is live on the website.
Lab 7.1: Submitting an Item
for Approval
In this lab, you will learn how to submit the
Off Piste Skiing in Norway event item for
approval using the Experience Editor.
Lab 7.2: Rejecting an Item for
Approval
In this lab, you will learn about rejecting an
item in the awaiting approval state using the
Experience Editor.
Lab 7.3: Editing and
Resubmitting an Existing Item
In this lab, you will learn how to use the
Workbox, to view items in Draft state in the
Sample Workflow, and to make some
changes to the event item and then resubmit
it for approval.
Lab 7.4: Approving an Item
In this lab, you will learn about approving an
item in the awaiting approval state using the
Workbox and RRS feed. You will also view the
item on the live site.
Lab 7.5: Pushing Associated
Content through Workflow
In a previous module, the Gear's item was
edited by adding content to the summary
fields on the child items. In this lab, you will
learn how to approve the changes through
workflow, and then verify that it is live on the
website.
Review Questions
Q1: Name at least two ways to manage items in workflow.
A1:
On the ribbon, on the Review tab, in the Workflow group.
On the ribbon, on the Home tab, in the Edit group, on the Edit command drop down menu.
On the Quick Action bar, enable workflows.
On the Launchpad, open the Workbox, select a workflow.
In the Workbox RSS
Q2: What is the minimum number of required workflow states?
A2: A workflow must consist of at least two workflow states. The workflow must specify
the initial workflow state. The other workflow state must be marked as the final
workflow state.
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Review Questions
Q3: What does a workflow command do?
A3: Moves an item from one workflow state to another workflow state.
Q4: Name an example of a workflow action.
A4: Validation Action, Email Action, and Auto Publish are all workflow actions.
Q5: When is an item in workflow publishable?
A5: Items in workflow are only publishable when they are in a final workflow state.
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Review Questions
Q6: What is a workflow?
A6: A workflow is a sequence of steps that an item must take to become published. It
can be based on an organization business processes.
Q7: What happens to item versioning when you lock and edit an item that is a member
of a workflow?
A7: Sitecore automatically creates a new numbered version and places this new version
in the initial workflow state.
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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Module Summary
When you begin to work on your Sitecore instance:
Find out which workflows you will be using.
Understand what role you have and whether you will be approving other users' content.
© 2001-2016 Sitecore Corporation A/S. All rights reserved. Sitecore® and Own the Experience® are registered trademarks of Sitecore Corporation A/S. All other brand and product names are the property of their respective owners.
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