Use the settings options to customize how your workflow operates in the Govstack Content Management System.
To access the workflow settings and notifications, follow these steps:
- Navigate to the 'Workflow' section in Govstack’s back office. You may not have access to the 'Workflow' section, depending on your site permission. Contact your website administrator for assistance.
- Select 'Settings'
- Select 'General' to set the application settings or select 'Notifications' to set the email options
- Configure your workflow setting as needed. For details see the information listed, below.
- Select 'Save settings'
Workflow settings configuration
Explore each of the options below to configure your general workflow settings.
Flow type
Explicit
Requires all steps be approved, including steps where the original change author is a group member.
Implicit
Auto-approves steps where the author is a member of the approving group.
Exclude
Behaves similar to Explicit, but excludes the original author from any notifications. Used in situations where the author cannot approve their own work.
Approval threshold
Sets the level of approval required for a workflow task.
One
Approval of a workflow stage requires a single approval from any member of the approval group. This is the default for all workflows.
Most
Approval of a workflow stage requires an approval from the majority of the approval group.
All
Approval of a workflow stage requires the approval of all of the members of the approval group.
Note: This is a license only feature. For details and setup please contact your GHD Digital Account Executive.
Rejection resets approvals
Rejecting an approval request resets the approvals for previous stages in the workflow.
Note: This is a license only feature. For details and setup please contact your GHD Digital Account Executive.
Allow configuring approval threshold
The approval threshold can be set for each stage in a workflow (one, most, all).
Note: This is a license only feature. For details and setup please contact your GHD Digital Account Executive.
Lock active content
Node content cannot be edited while it is part of an active workflow.
Administrators can edit
Administrators can edit node content at any stage in the workflow.
Mandatory comments
Each approver in the workflow must enter a comment before the process can proceed to the next stage / approval. The approve, reject, and cancel options remain greyed out until a comment is entered.
Allow attachments
Approvers can attach documents as part of each stage in the approval process.
Allow scheduling
Allows authors to schedule a node for publishing and unpublishing when requesting an approval.
Use workflow for unpublish
Nodes that are subject to a workflow will have to go through that process and receive approval before they can be unpublished.
Extend permissions
Allows access to the save and publish option even if a workflow is in place. This makes workflows optional, as the author can override approval process.
New node approval flow
This dialogue lets to you create a workflow that will be applied automatically to any new nodes created.
Document type approval flow
This dialogue lets to you create a workflow that will be applied automatically to any nodes of a certain document type.
Note: This is a license only feature. For details and setup please contact your GHD Digital Account Executive.
Exclude nodes
Create a list of nodes that will be excluded from workflows. This is usually done for specific pages that would inherit workflows from parent nodes.
Note: This is a license only feature. For details and setup please contact your GHD Digital Account Executive.
Notifications configuration
Explore each of the options below to configure your workflow notification settings.
Send notifications
Enable or disable email notifications for workflows.
Workflow email
The from address attached to outgoing notifications.
This is often a no reply address. Note that this does not have to be an active or monitored email address but should include your organization's domain.
Reminder delay (days)
Sets the threshold for reminder emails. If a workflow stalls for the specified number of days a reminder email will be sent.
Edit site URL
The URL of the edit website. If you do not have an edit site domain you can use you regular website URL.
Site URL
The URL of your live website.
Email templates
Select the edit option next to an email to modify the template for the outgoing message. This also allows you to specify the groups that the email is sent to:
All
All the participants in all workflow stages (previous and current).
Admin
Administration users. Note that due to Govstack configuration settings this does not send to members of the website administrators user group.
Author
The author who requested the approval.
Group
All members of the approval group assigned to the current workflow stage.