This article describes how the Workflow Management feature works and how to use it.
In this article:
The Workflow Management feature activates a workflow process where all publishes to the Prod require approval. Users without permission to publish to Prod can submit a publish request to Prod for approval by users with permission to publish to Prod. If approved, the changes will go to Prod, otherwise no publish occurs. While a version is pending approval, only approvers will be able to save changes to it. For this reason it is important for submitters to always perform a Save as when publishing to Prod.
Familiarize yourself with the following terms and how they apply to Workflow Management when using this feature:
The workflow from submitter to approver is as follows:
The following sections describe how to enable Workflow Management from the Publish Settings screen and then adjust User Permissions by updating user permissions for your submitters and approvers.
Use the following steps to enable Workflow Management for your profile:
It is important for the approver that the submitter uses Save As versus Save. If the submitter selects Save, the current version becomes locked for all submitters.
The workflow process is dependent on two types of users: submitters and approvers. The following sections describe how to adjust user permissions for each type of user.
Submitters are users that cannot publish directly to Prod. Their changes must be approved through the workflow process. Submitters must have the Publish to Prod Environment permission removed. The Publish to QA Environment and Publish to Dev/Custom Environment settings should remain checked.
Use the following steps to adjust user permissions for a submitter:
Approvers are users that can publish directly to Prod and are responsible for reviewing pending publishes to Prod. Approvers must have the Publish to Prod Environment permission enabled. Due to the fact that all approvers receive email notifications each time a request for publish is submitted, it is best to limit the number of approvers in your profile.
Use the following steps to adjust user permissions for an approver:
Once you have enabled Workflow Management and set the publish permissions for your users, you are ready to see it in action. The following example shows the workflow process when Workflow Management is enabled.
When a submitter makes changes, they save and publish to the Dev and QA environments freely and then an approver approves the change and published to Prod.
A submitter uses the following steps to submit a request to publish to Prod:
After a user has submitted a publish request, all approvers receive an email similar to the following regarding the request. Follow the instructions in the email and then navigate to the console to review the request.
Use the following steps to approve or decline a publish request: