Workflows

Create a workflow

Adding new workflows requires Multiple workflows to be enabled for your subscription.

1. In Environment settings > Workflows, click Create new.
2. In Workflow name, type a clear descriptive name of the new workflow.
3. (Optional) In Use this workflow for, choose whether you want to limit the workflow scope to combinations of content types and collections.
4. Set up the workflow steps.
5. Click Save changes.

Tips for workflow scopes

Keep these tips in mind when working with workflows:

• If you select Any content type, the workflow can be used for any type that isn’t limited to other workflows.
• If you select Any collection, the workflow can be used for any collection that isn’t limited to other workflows.
• In case of a conflict between generic and specific rules, the most specific one is always used.
• In case of multiple conflicting rules that are similarly specific, all those rules are used.
• Changing a workflow's scope only affects new content items. Existing items keep their current workflow until you change it manually.

Add workflow steps

1. In Environment settings, select Workflows.
2. Next to a workflow step, click .
3. Set a name and label color for the step.
4. Configure step's transitions and roles that can work with the step.
5. Click Confirm.
6. Click Save changes at the top right.

Change workflow transitions

When configuring transitions for a workflow step, make sure the step can eventually transition to the final Published step. To change the transitions of a workflow step, click the step name and select transitions to and from the step. Then confirm and save your changes to the workflow.

Limit workflow steps to roles

You can limit which roles can work on content in each workflow step. For example, you can set up a workflow where only the editor and the legal team can move content items to the Approved step and then publish them. To limit a workflow step to specific roles, click the step name, and select one or more roles from the list. Then confirm and save your changes to the workflow. Only roles listed under Roles that can work with this step can:

• Edit the content item and its elements.
• Move the content item to the next workflow step.
• Edit the Note, Contributors, and Due date of the content item.

Comments and tasks remain available regardless of the workflow step, as these support team communication without affecting the content. When changing the workflow step of an item, you always need to assign at least one contributor whose role allows them to work with the new workflow step. By default, the predefined workflow steps (Draft, Published, and Archived) are limited to the Project Manager role but you can always change that.

Control who can create new versions and unpublish

Unlike other workflow steps, the Scheduled / Published step has two dedicated role settings:

• Roles that can create new versions of published content items
• Roles that can unpublish and archive, and cancel scheduling

To set these, open the Scheduled / Published step for editing and select roles for each setting. Then confirm and save your changes to the workflow.

Delete workflow steps

Every workflow needs at least one workflow step for editing content. By default, this is the Draft step. If you want to stop using a workflow step, you can delete it when no content item is in that step.

1. In  Environment settings, select Workflows.
2. Open for editing the workflow in which the step is.
3. Click the workflow step.
4. Click Delete.
5. Click Save changes at the top right.

After deleting a workflow step, make sure that content items can still reach the final Published step. The following workflow steps are always present and cannot be removed: