Workflow State
- Robert Alexander Marshall
Overview
When a workflow is applied to a page or blog post, the content byline Item is added to the page/blog heading.
At any one time, a document can only be in one state in the workflow.
Each state in a workflow has a unique name and attributes. These include
the transitions that are available from that state to another state
whether a content review can be undertaken in the state
the ability to assign reviewers to the content review
whether the state transitions if the content is updated
Workflow state
The name of the current state of the document is shown next to a colored status indicator circle. In the example above, this is the Review state.
You can click the state link to open the workflow popup.
Any user with View and Edit permission can approve or reject the content.
If you assign a specific user using +Add Reviewer, only this user is able to approve or reject the content.
If the circle on the content byline is filled, it means you (as the current user viewing the content) are assigned to a content review.
In this workflow the Rejected state is hidden in the progress tracker bar unless the content is in the Rejected state. If the Reject button is highlighted by a reviewer the state is displayed as the destination state for the approval decision.
Workflow final state
In each of the Comala Document Control workflows, a single state in a workflow is set as the final state in the workflow for your content.
For a final state, the default color is green for the byline item state indicator circle.
When the content transitions to another state in the workflow the version of the document created on the last transition to this final state is viewed through an additional breadcrumb in the document subtitle.
Choosing View approved displays the latest approved version. In our example, the Approved state is the final workflow state.
Choosing the Approved tick breadcrumb displays details of the version of the content being displayed.
The View pending approval breadcrumb links back to the latest draft content version.
Remove view and edit restrictions from a workflow final state
A space admin can configure the space to automatically remove any view and edit page-level restrictions for all users/groups for the document on the transition to the workflow final state.