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Workflows

The workflow enforces changes or new content to move through a predefined set of workflow states before they can be published ensuring a proper review and approval.

Workflow Diagram

The diagram below captures the single steps of the PAM workflow along with the state transition actions.
Workflow

Important Note:

An item that has been locked for editing needs to be checked in to be approved or rejected by a Publisher. Locked items can only be seen by Administrators!

Detailed Workflow Description

A Contributor (or Publisher) “Locks and Edits” a new or existing item, which will then be moved to the “Draft” state. Only when an item is “Locked” it can be edited by the Contributor.

Once the desired changes have been applied one moves the item to the next workflow state “Publish for Preview” to share the changes on the CMS frontend. In that state the applied changes can be previewed and tested.

If successfully tested and satisfied by the result, the Contributor (or Publisher) submits the changes for approval and sets the workflow state “Awaiting Approval”.

Additionally, the item needs to be “Checked In” in this state!

The Publisher reviews the changes, compares them to earlier versions if necessary, and decides if the item can be set to “Approved” or needs to be rejected (back to “Draft”).

As soon as a change has been approved it will be automatically published and appears on the live website. 

Sitecore tools

The Sitecore Workbox is an excellent tool to keep an overview of pending approval tasks for the Publisher or locked “Draft” items for the Contributor. Any item which is in workflow is displayed in the Workbox.

It can be accessed through the Sitecore Dashboard. 

Workbox

Important Note:

An item that has been locked for editing needs to be checked in to be approved or rejected by a Publisher. Locked items can only be seen by Administrators!