Workflows

Workflows are a great way to ensure you never lose track of your content. They also indicate the next steps for each stage in its life cycle, so it helps with planning and preparation before publishing or submitting anything! You can start by creating workflows based on how drafts are created and end with their final version being published, but depending on who is working on which project/role within a company, these are not always sufficient. There may be situations where different companies and roles have different preferences for your project's workflows.

In addition to tracking, workflows allow you to specify which roles can access which workflow steps. Assist your content creators by allowing them to work with only the appropriate content. Given that many people are afraid of breaking something when they don't regularly work with software, this will ultimately speed up the creation of content.

Defining workflows

Workflows contain steps, commands, and actions.

Steps

Steps are the fundamental building blocks of workflows that represent the state of the content item. Content items are not required to progress through all workflow steps. Content items can be sent directly to any step by action and command.

Create additional steps according to your preferences. For instance, you can organize your workflow steps as follows: To do, In progress, To review, To translate, Ready for publishing

Keep in mind that you can specify which steps can transition to which steps. This allows different steps to be bypassed if they are irrelevant to the content item.

Commands

Users can change the state of content using commands. When the content item is in the corresponding state and the user has access to the commands, the Content Editor displays them on the Review tab of the Content Editor. Task management also shows identical commands.

Actions

Actions can be associated with commands and represent a method executed by Penzle when the action is triggered. When a content item enters a state, an action serving as a subitem to that state is executed. When a user executes a command, an action acting as a subitem of the command is carried out.

Workflow permission

You can restrict transitions between commands to specific roles. Thus, content creators can concentrate on the part of the workflow that is relevant to them without worrying about breaking anything else. These restrictions are always set in the command that the transition is derived from. For example, if you only want project managers to be able to publish content from the Approved step, you would restrict the Approved step to the Project manager role.

Additionally, you can restrict transitions between commands to specific roles. Thus, content creators can concentrate on the part of the workflow that is relevant to them without worrying about breaking anything else. These restrictions are always set in the command that the transition is derived from. For example, if you only want project managers to be able to publish content from the Approved step, you would restrict the Approved step to the Project manager role.