Anatomy of the Basic Approval Request Workflow

The workflow uses CMS Role-Based Interactive, CMS Modification Status, and CMS Publication Readiness steps. CMS Modification Status and CMS Publication Readiness are background steps that lock or unlock content edits and set a publication readiness flag, respectively. CMS Role-Based Interactive steps are similar to standard interactive steps, except that they’re specialized to include CMS roles. You can learn more about standard step types at Flow Orchestration Resource: Step.

Initiate Content Review Request

The first stage sets the workflow in motion. It begins when a user requests an approval from the content detail page of a CMS content item. It consists of three steps: Prevent Content Publication, Allow Content Edits, and Submit Review Request.

• Prevent Content Publication: A background step that prevents the associated content from being published for the duration of the workflow.
• Allow Content Edits: A background step that allows content edits during the current step.
• Submit Review Request: An interactive step that surfaces the CMS: Submit Content for Review screen flow. The screen flow presents a feedback field where content authors can provide context for the review. When they submit, the review request is sent to the reviewer group.

Review Content

The Review Content stage has three steps: Prevent Content Modifications, Approve or Request Revision, and Withdraw Review Request. The last two steps include variable fields where you can specify the targeted groups or users to receive review requests or allow to withdraw reviews. You can’t publish during the Review Content stage.

• Prevent Content Modifications: A background step that prevents the associated content from being edited until edits are allowed in a later step.
• Approve or Request Revision: An interactive step that shows the CMS: Review Content screen flow and directs the request to the Content Manager role for review. The screen includes a review request that’s sent to your content reviewers. From the screen flow, the assigned reviewer can review the content, provide feedback, and either approve the content or request a revision. If they approve the content, the workflow moves to the Content Ready for Publication stage. If they request a revision, the workflow moves to the Revise Content stage.
• Withdraw Review Request: An interactive step using the CMS: Withdraw Review Request screen flow. It allows the submitter to withdraw their review from consideration and submit the review again later. If a review is withdrawn, the content is sent to the Revise Content stage.

Revise Content

Revise Content is an optional step that runs only if the content author withdraws the review or the reviewer finds an issue and wants the content author to fix it. The two steps are: Allow Content Modification and Revise and Resubmit Content.

• Allow Content Modification: A background step that uses the same step type from the earlier Allow Content Edits step in the first stage. When the reviewer requests a revision, the content is made editable so the requester can go back and make the requested changes.
• Revise and Resubmit Content: An interactive step that shows the CMS: Submit Content for Review screen flow and directs the revision request to the Content Author role. Optionally, provide feedback to include with the revision request.

Ready Content for Publication

The Ready Content for Publication stage occurs when the review is approved, regardless of the number of revisions it’s been through. It consists of two steps: Approved Content and Allow Content Publication.

• Approved Content: An interactive step that surfaces the CMS: Notify Content Author screen flow and notifies the Content Author role that the review is complete. Any feedback attached to the notification is also included.
• Allow Content Publication: A background step allows publication. Upon completion, the workflow is done and returns to the Initiate Content Review Request screen where a new workflow can be started.

Included Flows