Participating in Workflows

Workflows typically include steps that require a person to perform an activity on a page or asset. The workflow selects a user or group to perform the activity and assigns a work item to that person or group. 

Notifications of Assigned Workflow Actions

When you are assigned a work item (for example, Approve Content) various alerts and/or notifications appear, depending on the UI you are using:

Workflow Notifications - Touch-optimized UI

  • Your notification indicator (toolbar) will be incremented:

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  • If you are the assignee of the workflow step, the card view of the relevant page will show the action to be taken:

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  • If you are the assignee of the workflow step, you will also see an alert when viewing a resource with timeline:

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  • The item will be listed in your Notification Inbox:

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Workflow Notifications - Classic UI

  • The Status column of the Websites console indicates when a page is in a workflow:

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  • When you, or a group that you belong to, are assigned a work item as part of a workflow, the work item appears in your AEM Workflow Inbox.

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Processing Your Work Items

You can perform the following actions to process a work item:

The following procedure uses the classic AEM UI to open the Inbox console:

  1. On the AEM welcome screen, click Inbox.

Completing a Participant step

After you have taken the action indicated you can complete the work item, thus allowing the workflow to continue.

Completing a Participant step - Touch-optimized UI Inbox

Use the following procedure to complete the work item using the touch-optimized UI:

  1. Open the AEM Inbox.

  2. Activate the click box next to the item you want to take action on.

  3. Use the Complete icon:

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  4. The Complete Work Item page will open.

    Select the Next Step and add a Comment if required. Use Complete to complete the step (or the Back icon to abort the action):

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Completing a Participant step - Touch-optimized UI Timeline

You can also use timeline to complete and advance a step:

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Depending on the workflow, you can select the next step:

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Completing a Participant step - Classic UI

Use the following procedure to complete the work item using the classic AEM UI:

  1. Select the workflow step and click the Complete button in the top navigation bar.

  2. In the resulting dialog, select the Next Step; that is, the step to execute next. A drop down list shows all appropriate destinations. A Comment can also be entered.

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    The number of steps listed depends on the design of the workflow model.

  3. Click OK to confirm the action.

Delegating a Participant Step

If a step has been assigned to you, but for any reason you are unable to take action, you can delegate the step to another user or group.

The users who are availalbe for delegation depend on who was assigned the work item:

  • If the work item was assigned to a group, the group members are available. 
  • If the work item was assigned to a group and then delegated to a user, the group members and the group are available. 
  • If the work item was assigned to a single user, the work item cannot be delegated.

Delegating a Participant step - Touch-optimized UI Inbox

Use the following procedure to delegate a work item using the touch-optimized UI:

  1. Open the AEM Inbox.

  2. Activate the click box next to the item you want to take action on.

  3. Use the Delegate icon:

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  4. The Delegate Item page will open. Here you can specify the User (this can also be a group) and add a Comment if required.

    Use Complete for the item to be delegated (or the Back icon to abort):

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Delegating a Participant step - Touch-optimized UI Timeline

You can also use timeline to delegate and/or assign a step:

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Delegating a Participant step - Classic UI

Use the following procedure to delegate a work item using the classic AEM UI:

  1. Click the Delegate button in the top navigation bar.

  2. In the dialog, use the drop-down list to select the User to delegate the work item to. You can also add a Comment.

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  3. Click OK to confirm the action.

Performing Step Back on a Participant step

If you discover that a step, or series of steps, needs to be repeated you can step back. This allows you to select a step that occurred earlier in the workflow for reprocessing. The workflow returns to the step you specify, then proceed from there.

Performing Step Back on a Participant step - Touch-optimized UI

Use the following procedure to step back using the touch-optimized UI:

  1. Open the AEM Inbox.

  2. Activate the click box next to the item you want to take action on.

  3. Use the Go one step back icon:

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  4. The Step Back Item page will open. Here you can specify the Previous Step and add a Comment if required.

    Use Complete for the item to be returned to the step specified (or the Back icon to abort):

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Performing Step Back on a Participant step - Touch-optimized UI Timeline

You can also use timeline to rollback to a previous step:

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Depending on the workflow, you can select the step to rollback to:

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Performing Step Back on a Participant step - Classic UI

Use the following procedure to step back using the classic AEM UI:

  1. Click the Step Back button in the top navigation bar.

  2. In the resulting dialog, select the Previous Step; that is, the step to execute next - even though it is a step that occurs earlier in the workflow. A drop down list shows all appropriate destinations.

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  3. Click OK to confirm the action.

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