To create and approve content that appears on your website requires several steps in different areas of the program:
Step 1 — In Users & security, designate users for your workflow management roles. For more information, see Approval and Workflow Task Rights.
Step 2 — Designate users for your content approval roles. For information, see Content Approval Roles.
Step 3 — In Workflows, the user with rights to manage workflows creates the content approval workflows for the Formatted Text and Images and Formatted Text and Images (Secured) parts on your website. When you create a workflow, you select whether it is the default workflow for its part type.
Step 4 — In Notifications, you create the part approval notifications for the workflows. You can create notifications to alert users when a part is ready for approval, published, or rejected. When you create a notification, you select the workflows that it applies to.
Step 5 — In Parts, the content author creates or revises a Formatted Text and Images or Formatted Text and Images (Secured) part. When the user begins to design the part, the program automatically assigns the part an approval status of “Draft.” If the user does not have rights to manage workflows, the program applies the default workflow for the part type. If the user can manage workflows, he can select another workflow for the part, such as to have different users approve it.
Step 6 — When the content author completes the design of the part, on the Content Approval tab of the part, he changes the approval status to “Ready for Approval.” If you create a part approval notification for the Ready for Approval status, the users in the content approval role receive a notification to alert them that the part requires approval.
Step 7 — In Pages & templates, the web designer creates web pages and templates that contain the part.
Step 8 — In Approvals, the user in the content approval role views the parts that require approval. The user can view all pending parts or only those that use a specific workflow. From Approvals, the user can access the pending part in Parts for review and approval.
Step 9 — In Parts, the user in the content approval role can review the content of the pending part. On the Content Approval tab, the user can send an email message to the author to discuss the content or select whether to approve or reject the content.
| • | To approve the content, the user in the content approval role changes the approval status to “Publish.” If you create part approval notification for the Published status, the content author receives a notification to alert them of the approval status change. The program automatically updates the pages and templates that contain the part with the approved content. |
| • | To reject the content, the user in the content approval role changes the approval status to “Reject.” If you create a part approval notification for the Rejected status, the content author receives a notification to alert them of the approval status change. The program automatically saves the rejected version with a status of “Rejected” and creates a new version with a status of “Draft.” In Parts, the content author can resume the approval process at step 4 to revise the content in the Draft version until the user in the content approval role agrees to publish the content. |
Step 10 — On the Content Approval tab of a part, the program automatically saves each version of the part’s content. In Parts, the user in the content approval role can restore a part to its content from a past version from the Content Approval tab. When the user restores the version of a part, the program automatically creates a new version of the part with the restored content.