Documentation

Activating Workflow

You can activate a workflow process for an asset type either across the DXP instance or only on a specific site. When a workflow process is activated across the instance for a particular asset type such as Wiki Pages, all Wiki Page submitted for publication must go through the review process regardless of which Site the Wiki Page is created on.

Alternately, you can choose to enable or disable workflow on individual sites. By default, workflow is disabled on a site.

Activating Workflow Across a DXP Instance

  1. Open the Product Menu (Product Menu) and click Control Panel.

  2. Click Workflow then Process Builder.

  3. Click the Configurations tab.

    The Instance Wide Settings are found in the Configurations tab

  4. Click Edit next to the Asset Type which will go through the workflow process (for example, Knowledge Base Article).

    Activating Workflow Across the Instance for Knowledge Base articles

  5. Select the workflow desired for this asset type (Single Approver is available out of the box).

  6. Click Save.

  7. Repeat for all the other asset types which require workflow.

Activating Workflow on a Site

When a workflow process is enabled on a site, other sites on the same instances remain disabled. To enable a workflow process for each asset type per site:

  1. Open the Product Menu (Product Menu) then click the compass icon (Compass) on the Site Administration menu.

  2. Select the site where the form will be created (for example, Community Site).

  3. In the Site Administration menu, click ConfigurationWorkflow.

  4. Click Edit next to the Asset Type which will go through the workflow process.

  5. Select the workflow desired for this asset type.

    Activating Blog Entry on Community Site

  6. Click Save.

  7. Repeat for all the other asset types which require workflow.

Once enabled, the selected asset types always require a review process before publication on this site. If you have previously activated workflow for a particular asset type, those settings are reflected here.

Tip

You can always disable workflow for an asset type on a site even if it was enabled instance wide.

Activating Workflow For Specific Applications

There are several assets types where workflow is enabled in their respective applications.

Web Content Folders

To activate a workflow for a Web Content Folder:

  1. Navigate to the Site Administration menu for your site.

  2. Click Content & DataWeb Content.

  3. Click (Actions) then Edit next to the desired folder.

    Activating workflow on Web Content folders from the folder's edit screen.

  4. Expand the Structure Restrictions and Workflow menu.

  5. Click the radio button for Default Workflow for This Folder (Lunar Resort Holiday Getaway Content).

    Selecting workflow for a Web Content Folder.

  6. Select the workflow definition ( for example, Single Approver).

  7. Click the Save button.

Documents and Media Folders

Workflow can be enabled for the entire Documents and Media application in the Root folder or for individual folders.

To activate a workflow for a Documents and Media Folder:

  1. Navigate to the Site Administration menu for your site.

  2. Click Content & DataDocuments and Media.

  3. Click (Actions) then Edit next to the desired folder.

    Selecting workflow for a DM Folder.

  4. Expand the Document Type Restrictions and Workflow menu.

  5. Click the radio button for Default Workflow for This Folder (DM Folder 1).

    Selecting workflow for a DM Folder.

  6. Select the workflow definition ( for example, Single Approver).

  7. Click the Save button.

Dynamic Data Lists

To activate a workflow for a DDL Form:

  1. Navigate to the Site Administration menu for your site.

  2. Click Content & DataDynamic Data Lists.

  3. Click (Add) to add a new form.

  4. Enter a name for the DDL form.

  5. Click Select to choose a Data Definition associated with this form.

  6. Select the Data Definition (Contacts).

  7. Under Workflow, select the desired workflow (Single Approver).

    Activate workflow for each individual Dynamic Data List.

  8. Click Save.

This particular DDL form now goes through the submission process.

Forms

To activate workflow for each individual form’s entries

  1. Navigate to the Site Administration menu for your site.

  2. Click Content & DataForms.

  3. In the Form Builder view (it does not matter whether this is a new form or an existing one), click Options (Options) then Settings.

    Navigating to Form Settings

  4. Under Select a workflow, select the desired workflow (Single Approver).

    Activate workflow on each form's entries from the Form Settings window.

  5. Click Done then close the dialog window.

The form now requires approval before the information is submitted.

What’s Next