Applying and Advancing a Workflow
Learn how to add a workflow to a page and advance it to completion.
Once you have installed Content Flow and created a workflow, you'll want to start using workflows to manage page publishing and routing. This guide explains how to apply a workflow to an individual page and advance it through to completion.
View an Existing Page or Create a New Page
Navigate to an existing page. Or, create a page using the Confluence "Create" button in the Confluence Header.
Note the Page Status
Near the page Title, either above or below it depending on your page design, note the status indicator button that says "Draft" (or "Published"). This is the Content Flow Workflow Status toolbar. It displays the current status of the page and is where you click in order to view, apply, or reject a workflow, among other tasks.
[[Screenshot of the Workflow Status toolbar and dropdown options]]
If you are using Brikit Theme Press, and you do not see the Workflow Status toolbar, you may need to make visible the page metadata in your page design.
If you prefer not to use the Workflow Status toolbar in the page metadata section, then you can also use the Workflow Status Macro anywhere on the page.
Apply a Workflow
Click the Workflow Status toolbar and select "Apply Workflow" This opens the Workflow viewer and presents a list of the available workflows in this space. Select the workflow that you want applied and click "Apply" (in the upper right corner of the workflow). The page will refresh and the workflow is applied.
If this is a Publishing Workflow, from this point forward any changes to the page will only be visible to reviewers in this workflow.
Add Content
Edit the page, add page content, such as a paragraph or image or table, and save it. Note that the status indicator now says "Draft". This means that the change made to this page is not yet visible to persons "outside" of the workflow.
View the Workflow
Click the Workflow Status toolbar and select "Approve/Reject". Inside the Workflow viewer, note the steps of the workflow. Each step corresponds to a reviewer and an action (described by the label).
The first step of every workflow is always assigned to the Editor.
Advance the Step
To advance the workflow to the next step, leave an optional comment and then click "Approve". This will send a notification to the next reviewer (a user or group) alerting them that an action is now required.
If need be, you may also "Return" a step and send it back to the previous reviewer. This will alert them, along with your comment, about why the changes were not approved.
Advancing a step applies the label for that step and removes (if present) the label of the previous step. The use of labels can be helpful for tracking all pages in a workflow.
The steps continue in this fashion until the last step is approved.
Complete the Workflow
When the last step is approved, the page is published and the workflow is completed. If this was a Publishing Workflow, the changes made during the workflow are now visible to all with page view permissions.
If using:
- Replace me with something to note about this how-to entry that falls outside the scope of all other sections; and
- Add the tight-bottom class to the next visible/non-collapsed block above this one to narrow the gap between the two blocks.
