workflow

Publication workflow This is a global feature within Queen’s Lenya.

Each page needs to go through workflow in order to get published. Because of the “static export” process we use, the pages that are published to our production web server are directly influenced by where they are in workflow processes.

Access Control (i.e. who has admin, edit and review permissions) for each branch can be inherited based on the hierarchy of the site tree.

Concepts Workflow roles. o The review role A reviewer is able to determine whether or not a page should be published. o The edit role An editor is able to submit a page to workflow, or to deactivate a page.

Workflow states. There are a few workflow states within a publication. Each page exists within one of the workflow states at any given time, indicated by Workflow State which appears at the top right-hand corner of any page in the Lenya interface. o authoring The given page is in an editable state. Those authorized to edit the page can access the page content. Those authorized to review the page cannot accept or reject the page in this state. Page content is stored in the ~<pub>/content/authoring/ directory. o review The given page is in a review state. Those authorized to edit the page can not access the page content. Those authorized to review the page have the rights to accept or reject the page for publishing. o live The given page is accepted for publishing. Content is stored in the ~<pub>/content/live/ directory.

Workflow to accept a page for publishing 1. Login to your publication.

2. For those with edit permissions: a. Create or edit the page you want to publish. Note: If you are editing a live page, choose Workflow > Deactivate to deactivate the page first. b. Save the page. It should be in an authoring workflow state. c. Submit a page through workflow. c.1. To submit a page directly: i. Choose Workflow > Submit. ii. Fill out the confirmation & e-mail notification details.

The page will be submitted for review immediately. c.2. To submit a page through scheduling: i. Choose Workflow > Schedule. ii. Fill out the desired Publish date and time.

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iii. Click “Add”.

The page will be submitted for review at the designated date and time.

3. For those with review permissions: a. View the page once it is in a review workflow state. b. To publish the page: b.1. Choose Workflow > Accept. i. The page will enter a live workflow state.

Workflow to reject a page for publishing 1. Login to your publication.

2. For those with edit permissions: a. Create or edit the page you want to publish. Note: If you are editing a live page, choose Workflow > Deactivate to deactivate the page first. b. Save the page. It should be in an authoring workflow state. c. Submit a page through workflow. c.1. To submit a page directly: i. Choose Workflow > Submit. ii. Fill out the confirmation & e-mail notification details.

The page will be submitted for review immediately. c.2. To submit a page through scheduling: i. Choose Workflow > Schedule. ii. Fill out the desired Publish date and time. iii. Click “Add”.

The page will be submitted for review at the designated date and time.

3. For those with review permissions: a. View the page once it is in a review workflow state. b. To reject the page: b.1. Choose Workflow > Reject. b.2. Fill out the confirmation & e-mail notification details as desired. i. The page will revert to an authoring workflow state. Those with edit permissions will be able to repeat the process of editing the page and submitting it for review.

Tracking workflow history for a page 1.

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Login to your publication.

Navigate to the page that you want to view history for.

Click on the SITE tab.

Choose the Workflow tab to open the Workflow panel for the selected page.

Within the Workflow panel, there is a History section that lists all the events (i.e. tasks) for a page since its creation in ascending order (i.e. most recent to least). a. Note: to revert a page back to a previous published version, choose the Versions tab to open the Versions panel for the selected page. Click on the “Rollback to this version” link for the version you’d like to revert back to.

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