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Setting Up Clarity's Content Workflow

Liferay workflows define content review and approval processes. So far, you've explored the key concepts, components, and benefits of Liferay workflows. Now, it's time to create and test your own workflow definition. In this article, you'll set up a basic, custom workflow for Clarity Vision Solutions' content and assets.

Exercise: Creating a Workflow for Job Listings

Liferay workflows provide the flexibility to customize approval processes for specific organizational needs. Clarity requires a custom approval workflow for their job listings, ensuring new positions are reviewed by specific Human Resources roles before publication. Here you’ll create a new workflow based on Liferay’s default Single Approver definition as the Clarity Admin user.

Here you can view and manage available workflow definitions or create your own.

Sign in as Clarity Admin.
- Username: admin@clarityvisionsolutions.com
- Password: learn
Open the Global Menu (), go to the Applications tab, and click Process Builder.
Here you can view and manage available workflow definitions or create your own.
Click Actions () for Single Approver and select Duplicate.
For title, enter Single Approver for Job Listings and click Duplicate.
This directs you to the Workflow Designer UI where you can update the assignee and notifications for the workflow’s review task.
Click the review node to access configuration options in the side panel.
Under Assignments, click the assignee configuration.
Click Delete () for all roles except for these three:
- Administrator
- Site Administrator
- Site Owner
Click New Section to add another assignee with these details:
- Role Type: Regular
- Role Name: Human Resource Specialist
Click Back () next to Assignments to return to the node’s configuration options.
Under Notification, click the notification configuration
For Review Notification, replace the Template field’s content with this:
```
${userName} sent you a new Job Listing to review.
```
Click Update

Great! Now that you’ve finished creating Clarity’s custom workflow, you’re ready to apply it to their content.

Exercise: Applying the Workflow to the Job Listings Folder

You can apply Liferay workflows at various levels to ensure each type of content follows your desired approval process. Clarity wants to apply their new workflow only to job listings in the HR asset library. Here you’ll set this up as the Clarity Admin user.

Open the Global Menu (), go to the Applications tab, and click Asset Libraries
Go to the HR library and click Web Content.
Click Actions () for the Job Listings folder and select Edit.
Expand Structure Restrictions and Workflow and select the second option.
Click Choose Structure and select the Job Listing structure.
This limits the folder to the chosen web content structure.
Select Single Approver for Job Listings in the drop-down menu.
This applies the workflow to the folder’s contents.
Click Save.

Now that you’ve applied the workflow, you can test it to ensure it functions as expected.

Exercise: Testing Clarity’s Workflow for Job Listings

Clarity wants to confirm their new workflow functions as expected for both content creators and reviewers. Here you’ll submit a new job listing as Clara Murphy and then approve it as Harper Roberts.

Sign in as Clara Murphy.
- Username: clara.murphy@clarityvisionsolutions.com
- Password: learn
Open the Global Menu (), go to the Applications tab, and click Asset Libraries
Go to the HR library and click Web Content
Go to the Job Listings folder and click New
Enter Associate Marketing Specialist for the title and fill out all other required fields.
Click Submit for Workflow and select Submit for Workflow with Permissions.
Click Submit for Workflow to confirm.
Return to the Job Listings folder and confirm the article’s status is ‘Pending’.
If there is a filter that only displays Approved articles, click Clear to remove it.
Log out and then sign in as Harper Roberts
- Username: harper.roberts@clarityvisionsolutions.com
- Password: learn
  
  She should have a new notification for the review task.
Click the user profile icon, go to Notifications, and click the message.

This redirects you to the review task’s details.
While you can access the review task through the notification, you also can access all workflow tasks in the My Workflow Tasks page.
Click the user profile icon and click My Workflow Tasks.
Go to the Assigned to My Roles tab to see the pending workflow task.
Click Actions () for the workflow task and select Assign to Me.
Enter a comment and click Done.
This assigns the task to Harper Roberts and redirects you to the Assigned to Me tab. Here she can review and approve or reject the Clara Murphy’s article.
Click the workflow task and click View () to review the article’s content in a new tab.
Click View in Context to view the article’s display page.
Return to the workflow task tab, click Actions () for the task, and select approve.
Enter a comment and click Done.
The web content article is now approved.
Log out and sign in as Clara Murphy.
- Username: clara.murphy@clarityvisionsolutions.com
- Password: learn
Return to the Job Listings folder and verify the article’s status is ‘Approved’.
Go to the Open Positions page in Clarity’s site and verify the new article appears.

Congratulations! You have successfully set up and tested Clarity’s custom workflow for job listings.

Conclusion

Liferay's robust workflow engine empowers content managers to design and apply automated approval processes. By leveraging these features, you can streamline review tasks, improve communication, and enhance overall content governance.

Next, you’ll learn about workflow metrics you can use to improve your processes.