Workflow Popup
- Technical Communications
- Robert Alexander Marshall
- Marie Rosema
Overview
The workflow popup allows a user on the page or blog post to keep track of every stage of the workflow and interact with the applied workflow, for example, undertake an Approve or Reject decision for a content review.
The contents of the workflow popup change to reflect the current state of the workflow and the type of transition that is defined from the current state.
If the state has a content review (an approval), this is characterized in the workflow popup by buttons, usually captioned Approve and Reject.
If the state is the final state in the workflow, the workflow popup displays confirmation that an approval process has taken place.
Any edits to the page or blog post whilst in this final state move (transition) the workflow to a different state in the workflow - a workflow draft state.
The workflow popup for the final state has no options for a user to action a change in the applied workflow state.
The final state name in the Basic Approval and Content Expiry workflows is Approved. In the Quality Management System workflow, the final state is the Published state.
Add reviewers
In a state with a content review, one or more users can be assigned as reviewers using the Add reviewer option.
The avatar for each user added as a reviewer is displayed in the workflow popup.
Once a user is assigned as a reviewer, the workflow popup approval buttons are disabled for a user who has not been assigned.
Choose the + option next to the reviewer avatar(s) to search for, and assign, additional users.
Existing reviewers can also be unassigned if the user has not yet undertaken an approval decision.
Each reviewer's decision is appended to their avatar (if there is more than one assignee) until all the reviewers agree to either Approve or Reject the content and the workflow approval transition occurs.
In a content review in a state in the Quality Management System workflow, a reviewer needs to add user authentication details (username and password/token) to dialog boxes in the workflow popup to enable the approval decision buttons for the approval.
Workflow Progress Tracker Bar
The workflow progress tracker bar can be found at the bottom of the workflow popup.
The progress tracker shows the current state in the workflow. Usually, the tracker shows all the states, although in some workflows a state may be hidden from the tracker.
In the workflow popup, when the applied workflow is the Quality Management System workflow, the workflow Obsolete state is only displayed in the tracker bar when the page is transitioned to the Obsolete state.
Hiding a workflow state from appearing on the tracker bar is sometimes used to support the team's focus on the overall workflow.
Expiry due date
Moving a page to the Approved state in an applied Content Expiry Workflow adds a due date lozenge to the workflow popup for the approved content.
The default due date value is 5 months from the date and time of the transition to the Approved state. The due date value is added by the workflow on the transition.
When the due date expires, the Content Expiry Workflow transitions the page or blog post to the Expired state. A review process is required in the Expired state to check if the page has stale content.
The default value is a workflow parameter value and can be edited by a user on initial application of the workflow to a page.
A user can change the current added due date value when the page is in the Approved state by choosing the due date lozenge.
When a document is in the Approved workflow state in an applied Content Expiry Workflow, the workflow popup does not have any option for a user to action a change in the workflow state - but editing and saving an update to the document does cause the workflow to transition.
Workflow popup ellipsis menu options
The workflow popup ellipsis menu allows a user to
use Show workflow to view the current workflow applied to the page or blog post
open the Document Activity report for the page or blog post
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