Configuring and Using Workflow

The HTMLHypertext Markup Language. A set of tags used to mark the structural elements of text files. HTML files include tags that create hyperlinks to other documents on the Internet. Pro module provides workflow support for both direct publishing and content publishing workflows that allow editors to save and view content in a staging area prior to publishing. Here is an overview of process for setting up and using workflow:

1. Choose the workflow to be used for this module. See "Setting a Workflow". The module comes with one workflow titled "Content Approval" which includes three workflow states: Draft, Ready For Review, and Published. If this workflow doesn't suit the site requirements, Administrators can instead create a new workflow (See "Adding a Workflow") and add as many states as are desired to that workflow (See "Adding a Workflow State")
2. Once the required workflow has been set, Administrators can choose how widely the workflow is used on the site. See "Configuring Admin Workflow Settings"
3. Other settings to consider updating before continuing are See "Enabling/Disabling AutoSave", See "Setting Maximum Version History" and See "Enabling/Disabling Token Replacement"
4. Content can now be added. See "Adding and Editing Content"
5. ModuleDNN uses a modular design system to display content on a page. One or more modules are added to each site page to create and manage the site content. There are many different types of modules, each managing a different type of site content or site administrative tasks. Editors can now add the first draft of the content and make as many changes and updates as they like. These updates will not be published or be viewable by site visitors. Once the editor is happy with her/his work the content can be set for publishing (Publish Changes) and Locked to prevent further changes. 
6. The content now moves into the next state in the workflow. For example, for the "Content Approval" workflow, the workflow will have now moved from the "Draft" state to the "Ready For Review" state. Users who have been granted permission for the "Ready For Review" state will receive a notification message advising that the content is ready to review. The notification message can be accessed via their user account See "Managing Notifications"or using the My Modules module. See "Managing My Modules".
7. In this next state of workflow, these users can now choose the following actions:
   1. Approve the content. The content is then moved to the next state.
   2. Edit and Approve the content. The content is then moved to the next state.
   3. Edit and save the content without approving it. This allows users to return to the content and make further changes without moving to the next workflow state. Saving the content without approving it will move the lock to the current user however the content will remain in the current state until it is approved.

Additional Notes:

Content Approval Workflow

When the module is in Published or Draft workflow state, a user with edit permission can edit the content and lock or publish the content after clicking save. The outcomes are

• If the content is not published, the new state is draft
• When the content is published, it is locked to the user by default and the new state is Ready for Review

When the module is in Ready for Review workflow state, a user with permission to approve the content can edit the content, and approve or reject the content after clicking save

• If the content is only edited, then the lock is transferred to the approver user
• If the content is rejected, the new state is Draft and the lock remains with the original user
• If the content is approved, the new state is Published and the content is unlocked
• If the user is an AdministratorRegistered users who are members of the Administrators role. These users have full access to manage the site including adding, deleting and editing all pages and modules. Administrators also have access to the Admin pages located on the main menu., they can choose to lock, approve or reject the content.

Save Draft Workflow (e.g. more than one state between draft and published)

When the module is in Published or Draft workflow state, a user with edit permission can edit the content and lock or publish the content after clicking save.

• If the content is not published, the new state is Draft. The content can also be locked if desired.
• When the content is published, its new state is Published.
• If the user is an AdministratorRegistered users who are members of the Administrators role. These users have full access to manage the site including adding, deleting and editing all pages and modules. Administrators also have access to the Admin pages located on the main menu., the content can be unlocked.

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