Review Workflow??

fdimaano's Avatar

fdimaano

07 Jun, 2010 09:29 PM

I started looking into a Review Workflow... However, when I started creating it... I noticed that a workflow is mainly triggered via "Create, Edit, Copy, or Delete".

In this instance, the desired behavior is not when a user does any of these actions: "Create, Edit, Copy, or Delete" (seen in Workflow)... but perhaps a job that runs nightly and checks every "Review Date" of a page and sends an email to the author of the various articles regardless of an actual person touching the page itself and then auto-updating the review date when a user goes into the page and 'edit's it...

So that means:
1) Kicking off the 'review' is triggered exclusively by Review Date (no action needed by a user on the pages)
2) Daily email reminder is sent to the author of the page until they have reviewed the page
3) When the page has been reviewed by the author (either by resubmitting or maybe an 'approval') then the review date is updated a year from the time it was reviewed...

Any help on this issue is appreciated!
-Flordelis

  1. 1 Posted by Ross on 08 Jun, 2010 02:39 PM

    Ross's Avatar

    Flordelis,

    The Workflow Definition that is triggered on the Review Date is selected from the Edit workflows available on the asset. The "first" Edit workflow encountered will be the only one triggered. Cascade looks for Workflow Definitions starting with those directly assigned to the asset's parent folder, then looking at each ancestor folder in order all the way back to the Site's or Global Area's Base Folder. If multiple Workflow Definitions are assigned to a single folder, they are sorted by name. To put it another way, the sort criteria for Review Workflow definitions are:
    1. Edit type Workflow Definitions only
    2. Levels of depth between the asset under Review and the folder to which the Workflow Definition is assigned
    3. Name of Workflow Definition, alphabetical

    This is obviously a little tricky to negotiate, and we are actively reviewing ways to make creating Review Workflows (and Workflows in general) easier. The easiest way to ensure that the appropriate Review Workflow is started is to:
    1. Create an Edit type Workflow Definition with no Assigned Groups
    2. Use Assigned Groups on all your non-review Workflow Definitions
    3. Assign review and non-review Workflow Definitions at the same level of the folder hierarchy
    4. Prefix the review Workflow Definition's name with "0 - "

    To have a Daily e-mail reminder sent, you could use a workflow Step's escalation-hours and escalate-to attributes, which would allow you to bounce from the reviewing user's transition step to a system step configured to send an e-mail on a 24-hour interval.

    Your third question is a little tricker, and I think could only currently be managed by educating users to change the review date. I'll check with our devs to see if I can find anything more out.

  2. 2 Posted by fdimaano on 08 Jun, 2010 04:16 PM

    fdimaano's Avatar

    Thanks Ross. I appreciate the reply. I suppose kick-starting the workflow once will suffice if it is being escalated daily to send emails to various individuals. I'll do some tests in our dev environment for some workflow testing and keep your notes in mind.

    Thanks,
    Flordelis

  3. Tim closed this discussion on 08 Jun, 2010 04:57 PM.

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