Most of your workflow configuration is done via the control panel. Everything you need to do in the portal can be done through simple GUI controls.
You can find the Workflow section under the Portal heading in the control panel. There are three options under Workflow: Definitions, Default Configuration and Submissions.
If you created a new workflow definition, you need to add it so it can be used in the portal. Click Definitions. By default, only the Single Approver workflow appears here. Clicking Add allows you to enter a title for a new workflow definition and upload the XML file. Once you add a file here, it’s added to the portal and is immediately available for use.
Under Default Configuration, you can set the workflow behavior (if any) for all workflow-enabled applications on the portal. You can choose to use no workflow, which is the default, or select any installed workflow definition. Setting the default configuration causes any newly created sites to default to that configuration. An administrator can then edit the definitions for each one individually through the Workflow Configuration page.
Clicking on Submissions will let you view any currently pending assets or any assets which were previously approved.
After you have uploaded workflow definitions and set the default workflow behavior you can go up to Workflow Configuration and tweak the definitions you’re using for each site individually.
Using the context selector drop-down menu in the control panel, you can select any site in the portal. All the options under that heading, including Workflow Configuration, now apply to that particular site. Using workflow is just as easy.
My Workflow Tasks is a personalized version of the Workflow Tasks and it’s found in your personal section of the control panel. Here are specific tasks which have been assigned to you or assigned to a role of which you are a member. You can also view your completed tasks.
It’s here workflow users review and approve content. By clicking on the actions next to a piece of content, a user can view the content, then choose to approve or reject it and add comments.
My Submissions is found under your user’s personal information in the control panel. From this screen you can view any assets you have submitted to review. Those currently under review are listed under the Pending tab and those that have been reviewed are listed under the Completed tab.
Besides viewing your work, you can also withdraw a submission from the review process by clicking on Withdraw Submission from the Pending tab.
Before workflow can be used, you must define which types of assets on the portal are workflow-enabled. If you have created additional definitions, you must also choose the workflow definition to use for each asset that is workflow-enabled.
To demonstrate how this works, we’ll create a press release. Press releases should be posted in the Newsroom section of the web site, so before setting specific workflow configuration options or creating content, create the Newsroom site and switch to it in the control panel. In Workflow Configuration, set Web Content to use the Single Approver workflow.
Next, create two users, a Content Creator and a Content Reviewer. The Content Creator logs in and creates a new press release for Nose-ster and clicks Submit for Publication. This triggers the workflow process and notifies the Content Reviewer. When the Content Reviewer logs in, he or she can assign the workflow task to him- or herself and approve the content.
Once the content is approved, it can be posted on the Press Releases page in a web content display portlet.
There’s more. EE customers get extra features that enable them to create workflows without having to deal with XML.