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CMS Workflow Documentation

The type of workflows available to you can depend on several factors such as:

  • your role,
  • your userid,
  • the branch where you are initiating the workflow, and
  • the action you are performing.

These are some of the available workflows for all users in the CMS:

General Workflows Description
Standard Workflow The default workflow that users use to publish content from their workarea to the web servers
Delete Workflow Mainly for Authors to delete files from the workarea, staging and web servers
Set Review Date This workflow allows you to set the review date for one or more files at once without needing to edit the content. The default replacement date is for 6 months from today, but you can change that by using the pick button to select from a calendar. The existing review date will be overwritten once the approver you select allows the change.
Set Review Date from report

This workflow runs when update review dates link is clicked from within the Review date report that users receive via email.

This workflow allows you to set the review date for one or more files at once without needing to edit the content. The default replacement date is for 6 months from today, but you can change that by using the pick button to select from a calendar. The existing review date will be overwritten once the approver you select allows the change.

You can set the same date for all the files or manually pick a date for an individual file.

The following workflows are only available to users with Administrator role:

Administrative Workflows Description
Submit Direct Submit workarea files directly to staging area without going through metadata and approval process
Check submit configuration Validates submit.cfg in case there is any error that can cause submit process to fail
Content Review Report

This workflow allows you to run the Content Review Report over the staging area of a branch. The report will examine the review date field on each file that has been submitted.

There are 3 options for the report:

  • Default: The report will run using its internal default configuration. Material within a month of the current date will be listed as coming up to review, and material after that will be listed as having passed review date. No emails will be sent, and no final action will be taken. Reports of the results will be written into WORKAREA/main/teamsitedata/reports/. If you have not defined a configuration for this branch, this will be the configuration regardless of which behaviour you have chosen.
  • Limited: Your configuration file at WORKAREA/main/teamsitedata/reviewdate.cfg will be used to determine who should be notified and what the warning periods are for files in the branch. However, no final action will be actually be taken.
  • Full: Your configuration file will be used to run the report, and any final actions to be taken on files will be performed.
Emergency Deploy Runs a full deployment of the current site
Metadata Report

Creates a report of the values of selected metadata attributes from the chosen files and/or directories.

It writes the report out into the top level of your branch when complete, ie. WORKAREA/main/mdrep.html.

Package Zips up all the selected files and directories so that you can transfer them to another CMS server or branch
Unpackage Unzip files and directories created by the Package workflow
Regenerate All Files The CMS cannot regenerate files in sub-directories. As a workaround, this workflow allows users to select sub-directories and all files within will be regenerated.
Replicate site structure Use this workflow when you need to replicate the directory structure of the site's root directory in the appropriate templatedata subdirectory. This can be especially useful when importing an existing web site into the CMS. When setting up a new site, create the site directory structure in the site's root directory first, then use this workflow to instantly replicate the directory structures in templatedata.
Set Metadata Allows users to set Metadata on all selected files and files within sub-directories.
Update approver cache When users are added as approvers with the CMS Groups Tool, the approver list in the Standard Workflow will not be updated until the scheduled midnight server maintenance. To make the approvers appear in the Standard Workflow list, you need to run this workflow.

 
For more Information
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