Approval Processes
This feature is responsible for the approval process of the publication service content that supports the workflow. It allows the content registered on the portal to be properly reviewed and approved before its publication. When using the standard workflow, the roles involved in the process are: author, editor, and chief editor.
- Author: Can create new content and edit it but cannot approve it for publication. The author can only edit content that is under their authorship or that has been submitted to them. At the end of the content registration, the author must submit it for approval;
- Editor: In addition to the author’s responsibilities, can also approve the publication of content. The Editor can edit content that is "without responsibility," waiting for approval, and content that is under their responsibility;
- Chief Editor: Has all the responsibilities of the editor, in addition to being able to edit any content in the service instance.
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The workflow roles must be associated with the permission "Edit service instance content." This association, however, does not mean that the permission implies any of the roles. The roles must be manually assigned to users and groups who have the "Edit Content" permission. For example, the user "Carla" has the permission "Edit Content." Additionally, this user has been assigned the role of "Editor" for the content approval process.
The standard workflow is located in the content publication form and presents the following fields:
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- Status: Indicates the current publication status of the content:
- In authorship: This is the initial status of the content being created. The content can only be in authorship once. The Author has the option to save the content without submitting it for approval, remaining in the "In Authorship" status, or submitting the content for approval. The Editor and Chief Editor can either submit the content for approval or approve it;
- Approved: This is the main status of the workflow, in which the content is available for search and viewing, according to each user's viewing permissions. The approved content will not be available if the current viewing date is outside the specified publication period;
- Under review: In this status, the version that entered review remains available for viewing. Once the active version of the content is approved, it will be available for user viewing;
- Archived: In this status, the content is unavailable for viewing and can only be accessed through the content's administrative environment, where it can be moved from the archived status to approved through an editor's action. The content is automatically archived when the publication date expires;
- Waiting for approval: Intermediate status, used from the "In Authorship" or "Under Review" statuses. It is used when authorship or review comes from an author without permission to directly approve the content, or when an editor needs the content to be approved by another editor;
- Waiting for archiving: Intermediate status, used from the "Under Review" and "Approved" statuses where only the editor can take action on the content, being able to archive it, review it, or send it to another editor or author for review;
- Action: Allows the change of status within the limitations of the role assigned to the user who is publishing or editing the content. For example, the Author can only "Send for Approval". The following statuses are available:
- Approve: Used by the Editor when the content is in the "In Authorship" or "Under Review" or "Archived" statuses. It is not used by the author;
- Send for approval: Used by the Editor and Author when the content is in the "In Authorship" or "Under Review" statuses;
- Archive: Used by the Editor when the content is in the "Approved" or "Under Review" or "Waiting for Archiving" statuses. It is not used by the Author;
- Send for archiving: Used by the Editor and Author when the content is in the "Approved" or "Under Review" statuses;
- Review: Used by the Editor when the content is in the "Approved" or "Waiting for Approval" or "Waiting for Archiving" statuses. Used by the author when the content is only in the "Approved" status.
- Responsible: Indicates who is currently responsible for the content;
- Send to: Allows the responsibility for the content, in a specific state of the approval process, to be directed to a specific user. When this option is not used, any user who has the role to perform the desired action can do so.
In order for the person responsible for the standard workflow process to receive an email notification, the property lumis.content.workflow.action.WorkflowSendMailActionHandler.enabled
must be added with the value true
in the property bag of the service instance (directly or through inheritance).
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