Portal, Express Beta Version 6.1
Operating systems: i5/OS, Linux,Windows
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Portal, Express Beta Version 6.1
Operating systems: i5/OS, Linux,Windows |
When using a workflow, you will need to understand how to access, edit, approve and decline items.
When a new draft of a published item is created, a tick is displayed against the published item. This means that no other user can create a draft until the current draft progresses through a workflow and its state changes to published.
When viewing an item by workflow, the items appearing as "draft" in the index are required to be reviewed. When you double-click on one of the items it will open in the item preview and edit window.
| Note: Do not open the item in edit mode, as the Next Stage button will not be available. Only double-click an item to review and approve an item. |
If an item is participating in a workflow, the creator is given delete access to the item only in the first workflow stage. As the item progresses through a workflow, the item access is determined by the combined workflow and system defined access levels.
| Access level | 1st workflow stage | Additional workflow stages |
|---|---|---|
| Read |
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| Edit |
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| Delete |
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| Approve |
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Users with approval access have two options prior to a published stage, approving or declining. They may also be able to edit an item before sending it to the next stage.
| Next Stage | Used to approve an item and send it to the next stage in a workflow. |
| Process Stage Now | Manually processes an item if its status is pending. All actions in the stage are processed. |
| Approve Workflow | Used to approve an item when joint approval is set. |
| Decline | Used when an item is rejected during a workflow. It is available in all stages prior to the published stage. Executes any actions defined in the reject stage, and then sends the item back to the first stage of a workflow. |
| Cancel Draft | This removes a draft item from a workflow altogether. This displays only after an item has been published and a new draft has been created. |
Once an item is published, there are various options available when deciding to edit that item.
| Create Draft | Creates a draft copy of a published item. The published item is locked on the rendered site, while a copy of the item is sent through a workflow. Once the draft item has been approved for publishing, it replaces the published item. |
| Restart Workflow | Sends an item back to the first stage of a Workflow without activating the reject stage. The item no longer appears as published and is removed from the rendered site. Note: When you restart a workflow, any actions set to run on entering the first stage will not be executed. |
| Note: These buttons display if you have approve access, the item is published and no draft exists. |
