Workflow and Versioning Overview

This chapter summarizes how workflow and versioning works and provides an overview of all rules that are applicable on them.

 

 

Versioning and Content Locking (Check-in, Check-out)

 

Versioning ensures that all versions of the document are stored in the document history. Every version has its version number (1.0, 1.1, 2.1, 2.1b, etc.) that can be changed by the user who creates/updates the document.

 

The versioning process is tightly joined with content locking (check-in and check-out). New version is always stored in the version history when the document is checked in:

 

  1. User creates a new document - a new version record is created. The document is checked out by the user automatically.

  2. User saves the new document - the new version record is updated.

  3. User checks in the document and specifies a version number and a comment (optionally).

  4. User wants to modify the document - he/she checks out the document and specifies a comment (optionally). A new version record is created.

  5. User saves the checked-out document - he/she updates the new version record.

  6. User checks in the document and specifies a version number and a comment (optionally).

 

When a document is checked-out, the only users who can check it in are:

The document can be modified only by user who checked it out.

 

The user who checked out the document can also choose to revert to the previous version.

 

 

Workflow

 

Workflow allows you to specify a linear document life-cycle and rules for approval. Here's an example:

 

  1. User creates a new document. The first step is always "Edit".

  2. User finishes changes of the document and checks in the document. He/she can check out and in the document within one workflow step as he/she needs. The document must be checked in before it is send to the next step of the workflow.

  3. The second step of the workflow is (for example) "Graphic Design", when the web designer inspects the design of the document and makes any changes if necessary. Again, the designer needs to check out the document to make changes and check in the document before he/she sends the document to the next step.

  4. The third step of the workflow is (for example) "Final Approval", when the content manager (or web director) inspects both content and design and approves it for publishing (sends the document to the final step of the workflow).

  5. The last step of the workflow is always "Published". In this step, the document is set to be published. It may not be published immediately if it was scheduled for some time in future (using the Content Scheduling feature).

 

In every step, the only users who can check out the document, modify it and check it in are those who can approve/reject it in the given step.

 

Rejection

 

The user (role members) who is allowed to approve document in particular workflow step, can not only approve document (send it to the next step), but also reject it (send it to the previous step).

 

Rollback

 

The rollback feature allows user to choose some of the earlier document versions and use it as the current version. In this case, the chosen version is placed on the top of the document version history. Rollback can only be done if the document is not checked out.

 

 

Workflow and Permissions

 

The document that is in particular step of the workflow can be modified only by users (roles) who have both permissions for editing it and permissions to approve/reject the document in the given step.

 

There are, however, two exceptions:

  1. Documents in step "Edit" can be modified by all users who have modify permissions for it.

  2. Documents in step "Published" can be modified by all users who have modify permissions for it.

 

There's a special permission Manage Workflow. The users with this permissions can approve/reject all documents in any step. However, this permission itself does not allow users to modify content.

 

 

Workflow E-mail Notification

 

When user approves or rejects a document, he/she can choose to send notification e-mails:

 

See also: Check in, Check out, Document History, Publish/Approve