Edit a workflow
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From Administration, click Workflows. Workflows appears. |
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In the Filter by Name field, enter the complete or partial name of the workflow to edit. |
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Click Filter. The grid displays all workflows that meet the name criteria entered. |
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Under Action, click Click here to edit this workflow. The workflow appears. |
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To adjust the properties of the workflow, select the Properties tab. On this tab, adjust the name or description of the workflow, its selected part type, whether it’s the default for the selected part type, and the users designated as the approval role. |
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To view or manage the notifications used with the workflow, select the Notifications tab. On the tab, the grid displays the part approval notifications in your database. |
In the grid, the Active for this Workflow column indicates whether the workflow uses a notification. To edit a notification, such as to apply it to the workflow, click Edit. The notification appears. Under Workflows, select the workflows that use the notification. To return to the workflow, click Save.
To add a notification to the database, such as to create it for the workflow, click Create New Notification. The Select Notification Type screen appears so you can select the type of notification to create.
Warning: To create notifications for a workflow in Mozilla Firefox, you must first disable the pop-up window block. In Firefox, select Tools, Options from the menu bar. On the Options screen, select the Content tab and click Exceptions next to the Block pop-up windows checkbox. On the Allowed Sites screen, enter the addresses of the websites to allow pop-up windows and click Close. To return to the Notifications tab, click OK.
To customize the notifications based on the part and its approval status, add merge fields. To display the list of available merge fields, click Merge fields on the Insert tab in the toolbar. To expand the list, click the plus sign next to General. For information about the merge fields that appear when you design a notification for a workflow, see Part Approval Notification Merge Fields.
For information about how to edit and create notifications, see Notifications.
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To view the parts that are under construction or require approval in the workflow, select the Approvals tab. On this tab, the grid displays all parts that use the workflow and are not yet published on the website. In the grid, view the name, approval status, and most recent update activity of each part. For information about the approval status, see Workflow Approval Status. |
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To adjust the approval status of a part, such as to approve and publish its content on your website, click Click here to set the approval status for this version in the Action column. The part appears and opens to the Content Approval tab. |
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For information about how to adjust the approval status from the Content Approval tab, see Content Approval Tab. |
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To send an email message to the person who most recently updated the approval status of the part, such as to discuss a Pending part with its author before you approve the content, click Click here to send email in the Status Updated By column. |
Note: You can also view the parts that are under construction or require approval in a workflow from Approvals. In Approvals, you can view all draft and pending parts for all workflows or for a specific workflow. You can also access a draft or pending part, such as to adjust its approval status. For more information about Approvals, see Approvals.
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Click Save. You return to Workflows. |