Open a publication workflow window as described in Section “Starting Workflows”. In addition to the standard ways of starting a workflow, the Action Toolbar offers a button to start a publication workflow with the currently selected content item. This behavior can be changed, see Section 3.3.4, “Configuring the Behavior of the Publish Button” for details.

Figure 4.104. Start Publication Workflow Window from Action Toolbar

From the Workflow Type dropdown box (1) select the workflow type you want to start.

Figure 4.105. Start Publication Workflow Window

You might change the workflow name (2) and add, remove or edit content items from the publication set (3).

The Extended Publication Set field is automatically filled with additional dependent content items which also must be published in order to avoid dead links. For example, images that are linked from articles in the project.

Either assign the workflow to all users with sufficient rights or to specific users (4). This area is only shown for the Reviewed Publication workflow.

When you want to assign the workflow to specific users, select the Assign this Workflow to the Following People option and start typing in the text field. You will get recommendations for users and groups. You can expand a selected group in order to remove users from the selection. The assigned users (with appropriate rights) will get a notification.

Figure 4.106. Selecting a group or user

Users need appropriate rights to publish content. When no one of the assigned users has these rights you will get an error message and you cannot start the workflow. If at least one of the selected users has the appropriate rights, then you will get only warnings and you can start the workflow.

Figure 4.107. Warning because of missing rights

Add notes in the Notes area (5) to provide more information to your coworkers concerning the content included in your publication workflow.

When you want to remove the published contents from My Edited Content, select the Remove from My Edited Content checkbox (6). This setting will be saved in the user preferences.

Click [Start] in order to start the publication workflow.

Another editor has to open the workflow from the Inbox by clicking on it. That opens the workflow in the Workflow App. Here, the editor has to click the [Accept Task] button in order to accept the task. If the editor has administration rights, the editor can also click the [Abort] button in the Control Room to abort the workflow.

The workflow disappears from all other inboxes.

Figure 4.110. Offered Reviewed Publication Workflow in the Control Room

The editor can now add, remove and edit content items in the publication set of the newly accepted workflow if required. When the editor clicks the Open in Content App, then the workflow opens in an attached window in the Content App of Studio.

Figure 4.111. Accepted workflow

The editor has now two options:

When the editor clicks the Next Step button, the following window opens up:

Figure 4.112.  Next steps for Reviewed Publication workflow

The options have the following meanings:

If the editor chooses the Needs Revision workflow step, the workflow will appear as Compose task in the Inbox of all editors, who are assigned to the composer-role.

Figure 4.113. Compose Task of Reviewed Publication Workflow in the Control Room

An editor can open the workflow needing revision in his Inbox and sees immediately to which of his coworkers the workflow was also offered.

Figure 4.114. Offered Compose Task of Reviewed Publication Workflow