Manage Space: Workflow | Communifire Documentation

A workflow consists of a series of moderation steps where the content must be approved before it gets published. Each step is based on a user role. Before the content becomes active, a person with the required role must approve the content.

For example, when an article is created, users in that space that have the Moderator role will be notified that they have content in their workflow. Once a Moderator approves the article, then users in that space with the Administrator role will be notified that they have content in their workflow. Once an Administrator approves the article, it will go live inside the space for everyone to view.

Manage Space: Approve or Decline Workflow Content 

Manage Space: Add Workflow 

Manage Space: Edit Workflow 

Manage Space: Delete Workflow 

Manage Space: Turn Workflow On or Off 

Workflow Permissions 

Flowcharts and Rules

The flowcharts below will give you an idea of how workflows are executed.

While creating a new entity (article, blog, etc.), the system will check if there are any workflows that have been created by the admin for that particular entity. (Note: There may be more than one workflow for a single entity.)

If there is no workflow, then the entity is published directly. If there is workflow defined, the system will:

1. Fetch the first workflow role
2. If this role = author of entity's role AND this is the last step, the entity will be published straightaway (Since there are no roles higher designated by the admin in the workflow)
3. Else an email will go to all the members who have the role of the next step in the workflow, and the status of the entity will be Pending
4. When any member from this step approves the entity AND this is the last step, the entity will be published (Since there are no roles higher designated by the admin in the workflow), and the status of the entity will change to Published
5. Else an email will go to all the members who have the role of the next step in the workflow, and the status of the entity will remain Pending
6. However, if after step 4, the entity is declined, the entity will not be published, and its status will change to Declined

The flowchart below describes workflow operation when an entity has been saved once and is edited. The edit case is applicable for the following situations:

1. The entity has been published once and is then edited
2. The entity was not published but only saved as draft and now is being edited
3. The entity was submitted for approval and was declined once and now is being edited
4. The entity was submitted for approval and before being published OR declined, it is now being edited

Delayed Publishing is when the user has set a "do not publish before" date. The entity will not be published before that date.

How to Enable Content Resubmission

By default, content can't be submitted again after being declined in workflow. To enable content resubmission, go to Control Panel > System > System Properties and set CanResubmitAfterDecline to true.

When a user submits content and the content is declined, the user can edit the content and save it. The content will then enter workflow again.

Related

How to Set Automatic Content Deactivation

Site administrators can set the report threshold for automatic content deactivation. Once abuse reports for a piece of content reaches the threshold, the content is automatically deactivated. Automate content moderation and keep your intranet professional and focused.