What is Workflow?

Workflow is a publishing tool for producing regular, accurate and traceable content from multiple users.

Once a publishing team is established, content changes state and the appropriate member of the team is notified. Progress then depends on the various skill sets involved responding to each other’s comments and working together.

Comments can and should be added before every state change. This means the next person is aware of any amends, ideas or instructions that need to be reviewed and considered.


Roles in Workflow

There are 4 potential roles in a publishing team. They are:

  • Manager
  • Publisher
  • Editor
  • Author


States in Workflow

There are 5 potential states content can be in. They are:

  • Draft
  • Needs review
  • Reviewed
  • Published
  • Unpublished

Global and local publishing roles

There are two types of roles in Invotra – global and local. As the name suggests, global roles give users intranet-wide permissions, whereas local roles are locked down to specific areas and sections

Our 4 separate publisher roles can be global or local. To make someone a global manager, publisher, editor, etc, you must do so as a Webmaster

1. Access a user’s profile

2. Select ‘Account settings’

User profile page with options tabs of profile, activity, edit profile, account settings and revisions with account settings highlighted

3. Select the ‘GLOBAL ROLES’ tab

4. Tick or untick the role you want to assign or unassign to a user

Global roles checkbox list with organisational user selected and save button shown

5. Select ‘Save’

You can also do this in bulk via the user management screen

To establish your publishing team at a local level, which is a more common practice for our customers, you must access the appropriate area or section as a manager

1. Go to area or section

2. Select ‘Options’ then ‘Manage’


Options menu in sections

3. Select ‘Add Member’


Add member button on section management page

4. Start to type the user’s name, they will automatically appear

5. Select the user’s name when it appears

Add members field with auto-appearing user names

6. To add multiple users, repeat 4 and 5 until complete

Multiple users to be added to a section with next and cancel button shown

7. Select ‘Next’ and ‘Confirm’

8.  Check that user or users have been added as members

9. Tick the box next to their name

10. In the dropdown labelled ‘Choose an Action’, select ‘Add Role(s)’

Add role option for users on the manage section screen

11. Select the appropriate role for your chosen user (you can select more than 1)

12. Select ‘Next’, check the details and select ‘Confirm’

Selected roles to add to user roles screen within manage section screen

13. In the list of members check the correct role or roles have been added

14. Repeat steps 9 to 13 to establish your team once you have added everyone

Permissions and responsibilities

Find out what each publishing role is capable of doing in Invotra, below.

  • Managers: Make any changes to content or content types within an area or section, this includes widgets and layouts. Add and remove members and roles to an area or section
  • Publishers: Create, change or edit content in an area or section. This includes content types that have been created or edited by others. Move content types between Workflow states
  • Editors: Review content to confirm it’s well written, mistake-free and accurate. View content in an area and section. Edit content and change Workflow state to ‘Reviewed’. Cannot publish
  • Authors: Create content types to be reviewed. Edit or delete own content, however cannot review or publish content types. Useful if you have lots of contributors but you want to control the quality of work before it is published

Roles, state changes and  automatic notifications

In Workflow, whenever a member of the publishing team changes the state of a content type to ‘Needs review’, ‘Reviewed’ or back to ‘Draft’ the appropriate member of that team is sent an email notification.

The following emails are sent to editors, publishers and reviewers:

  • When content changes from ‘Draft’ to ‘Needs review’, the Editor receives an email
  • When content changes from ‘Needs review’ to ‘Reviewed’, the Publisher receives an email
  • When content changes back to ‘Draft’, the Author receives an email

Defining the Workflow states

  • Draft: Not visible to users and requires further work
  • Needs review: Not visible to users and needs editor to review
  • Reviewed: Not visible to users but editor has approved content. Publisher needs to review before changing state to ‘Published’
  • Published: Visible to all users
  • Unpublished: Not visible to users and no longer required

Scheduling with Workflow

When you are changing the state of a content type in Workflow, you can do so immediately or schedule a more appropriate date and time. For example, you can schedule a content type in a ‘Reviewed’ state to change to ‘Published’ at a precise moment in the future.

Adding a comment with Workflow

Comments are essential for your publishing team to communicate clearly to each other, as well as making sure the publishing process is totally traceable.

Whenever you update the workflow, add a comment and it will be logged in the ‘Workflow history’ alongside the date, the change of state, and the name of the commenter.

Publishing in confidence with revisions in Workflow

All content types with Workflow have revisions. This means when you edit your content and change its state, a revision is automatically saved containing the old content and a new, ‘Current revision’ is created.

If you ever need to refer back to an older version of your content type, go to ‘Revisions’ and select the appropriate option. Checking the date, time and user name should help you locate the right revision.

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