Add workflow to managed pages
The default workflow used for published pages has only a draft and approved state. If the default workflow is not sufficient, we can define custom workflows and use them with published pages.
Before doing this task, add the Portal Site library to the list of libraries that we can edit in the Web Content Authoring tab. In the Web Content Authoring tab, click Preferences, and then click Configure or Edit Shared Settings.
To use a custom workflow with a published page, create a page template and specify the custom workflow on the template. When creating a page based on the template, the custom workflow is used for the page.
Users with Privileged User access can personalize a page by adding content or by making other customizations to the page. Because Privileged User access is inherited by pages by default, the custom workflow can be bypassed by users with this access. To ensure that users can update the page only through the workflow, disable the inheritance of Privileged User access for the page.
- In the Web Content Authoring tab, create any workflow stages that requires and then create the custom workflow.
- Create a project to use for creating the page template.
Because we can set a workflow only on draft items, create the template as a draft in the context of a project. After adding the custom workflow to the draft, publish the draft to make the page template available.
- In the Web Content Authoring tab, select...
Project Views | All Projects
...and select the new project as the current context.
- Click...
Administration menu icon | Portal User Interface | Page Templates
- Select Create from the site toolbar and create the page template.
- Add the workflow to the template.
- In the site toolbar, select Menu > Edit Page Properties to display the Manage Page Properties window.
- Select the Security tab.
- In the Workflow section, click Select in the Workflow field.
- Select the custom workflow, and click OK.
- Exit out of the Manage Page Properties window.
- Approve and publish the project to make the page template available for use.
- In the Projects menu of the site toolbar, select Manage Project.
- Select the page template in the list of project items, and click More > Approve.
- Click Publish Project.
What to do next
After completing this task, we can select the new page template when we create a page in a project, and the custom workflow is automatically used.
Parent topic: Workflow and change management