The workflow in the Content Management Systems is configurable and supports a simple, straightforward workflow with only one or a few editors, as well as complex workflows with translators, copy- and section-editors etc.
Simple workflow configuration.
In the simplest workflow, each entry can have the following statuses:
- For rework: the record is assigned to an editor to be modified. After completion, the status can be changed to For approval to GED and assigned to one of the General Editors that are defined in the CMS.
- For approval to GED: A General Editor can check the modified entry and change the status in:
- For Rework: back to step one again.
- For Publication: forward to step three.
- For publication: the entry is ready to be published in print and/or online. Entries with this status can be selected in the export module. After exporting the entries, the status is changed in Published.
- Published: the entry is published in print and/or online. From here it can be marked For rework and assigned to one of the editors again.
Keeping track
Although some roles, such as General Editor and Project manager, can edit records independent of their status, it is recommended to follow the workflow and thus keep track of records that are changed and should be published (again). In case you want to edit a record with the status Published, you can change the status in For rework, make the changes and send it For approval to GED. After approval, the status will be changed in For publication. Thus, all changed records can easily be exported to update the online publication.
Status change
The right-most column in the overview, Actions, is used to move a record through the workflow. Select the entry for which you want to change the status and press "Choose action" to list the available option. It is always possible to move an entry "backwards" in the workflow by assigning the status For rework, meaning that editing is required. Moving "forward" is done step-by-step. After editing first approval, next mark it as ready for publication and finally publish the changed records.
Selecting a new status results in a pop-up window:
With the To user dropdown, the record can be assigned to a specific user that should perform the next step in the workflow. If necessary, a comment for this user can be added. The send email checkbox indicates if an email is sent to the selected user to inform about the record that has been assigned to her/him.
