CWCMS (Corporate Web Content Management System) Workbook CWCMS Workflows Version 1.0

Transcription

1 CWCMS (Corporate Web Content Management System) Workbook CWCMS Workflows Version 1.0

2 CWCMS WORKFLOW TRAINING 1 Exercise: start and execute 1 stage approval workflow Goal Setup Scenario Exercise: content manager formal agreement workflow Goal Setup Scenario Exercise: content manager approval workflow Goal Setup Scenario Exercise: reading the workflow progress information Goal Setup Scenario Exercise: reading the workflow history Goal Setup Scenario Exercise: reading the workflow summary Goal Setup Scenario Exercise: reading the workflow map Goal Setup Scenario Available workflows Formal agreement Informal agreement No manager agreement

3 1 Exercise: start and execute 1 stage approval workflow 1.1 Goal Start the 003 No management agreement workflow with default values Use the CWCM task interface 1.2 Setup Make groups of 2 persons: o 1 author o 1 webmaster 1.3 Scenario Author Webmaster Main navigation interface 1. Navigate to document document_a1_en.xml 2. Push the start workflow button 3. Select the workflow 003 No management agreement. Push OK Workflow initiation interface 4. Fill in the workflow description 5. Push Add in the Files section 6. Select document document_a2_en.xml 7. Push Select and Finish 8. Push Next button on the bottom 9. You will see that corrector and administrator are already filled. 10. Push Finish button 11. Open your inbox. It might take some time before you receive an 12. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Approve webmaster : Task interface: Reject documents Note that the documents are Staging 13. You can perform a webview of both documents to review the contents. Close the webview windows afterwards 14. Push Accept button 15. Push Reject button 16. Push Add button 17. Type in some text, for instance: Add the link in document a 1 which points to document a Push Ok button 19. Push Reject button 20. Select the task Automatic: ToWip & SendToCorrect 3

4 Author Webmaster 21. Push Ok button 22. Open your inbox. It might take some time before you receive an 23. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Approve webmaster : Task interface: read comments Note that the documents are WIP 24. Click on the Comments tab to see the reason for the rejection. 25. Click on the Info tab 26. Select the document document_a1_en.xml Editor interface: update document 27. Add in the first section the link to document document_a2_en.xml 28. Push Save then Close button Task interface: forward task Note that the version number has been incremented 29. Push Submit button 30. Open your inbox. It might take some time before you receive an 31. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Approve webmaster : Task interface: approve documents Note that the documents are Staging 32. You can perform a webview of both documents to review the contents. 33. Push Accept button 34. Push Submit button The documents will be promoted to Active, regenerated and published on (training) EUROPA website 4

5 2 Exercise: content manager formal agreement workflow 2.1 Goal Start and execute the 2 stage approval workflow 001 Formal agreement Multiple users per user group Add supporting documents 2.2 Setup Make groups o 1 author o 2 content managers o 2 webmasters 2.3 Scenario Author Main navigation interface 1. Navigate to document document_b1_en.xml 2. Push the start workflow button 3. Select the workflow 001 Formal agreement. 4. Push Ok button Workflow initiation interface: Info tab 5. Fill in the workflow description 6. Push Next button on the bottom Workflow initiation interface: Performers tab 7. You will see that corrector and administrator are already filled. 8. Push the Select link in the row Content Manager Review: Review documents 9. Select both content managers 10. Push Add button (You will see both names on the right side of the screen now) 11. Push Ok button 12. Push Next button on the bottom Workflow initiation interface: Supporting files tab 13. Push Add button or link 14. Select the document document_a1_en.xml 15. Push Select button 16. Open the folder documentation by clicking on its name 17. Select the document info_en.pdf 18. Push Select & Finish button 19. You will see document document_a1_en.xml and info_en.pdf in the list 20. Push Add button or link 21. Push the tab Local Files 22. Push the Browse button 23. Select a local file 24. Push Open button 5

6 25. Push Add button 26. You should your selected document in the list on the right side. 27. Push Finish button 28. Push Next button on the bottom Workflow initiation interface: Comments tab 29. Push Add button 30. Fill in some text, for instance: I have updated the document according to the conclusion of our meeting. You can find additional information in the supporting documents. 31. Select the option For next recipient(s) only 32. Push Ok button 33. Push Finish button Content manager Open your inbox. It might take some time before you receive an 36. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Content Manager Review : Task interface: Reject documents 37. Push Reject button 38. Push Add button 39. Type in some text, for instance: You should rephrase the first sentence in the abstract, it is not clear. 40. Push Ok button 41. Push Reject button 42. Select the task Automatic: ToWip & SendToCorrect 43. Push Ok button Note that the CWCM inbox of content manager 2 does not contain this task anymore. Author 44. Open your inbox. It might take some time before you receive an 45. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Correction Author: Task interface: read comments Note that the comment you entered has been deleted. 46. Click on the Comments tab to see the reason for the rejection. 47. Click on the Info tab 48. Select the document document_b1_en.xml Editor interface: update document 49. Make some modification in the abstract section. 50. Push Save then Close button Task interface: forward task Note that the version number has been incremented 6

7 51. Push Submit button Content manager 1 and Content manager Open your inbox. It might take some time before you receive an 53. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Content Manager Review : Task interface: Approve documents 54. You can perform a webview to check the modifications 55. Push Submit button Webmaster 1 and Webmaster Open your inbox. It might take some time before you receive an 57. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Approve webmaster : Task interface: approve documents Note that the documents are Staging 58. You can perform a webview of both documents to review the contents. 59. Select the document document_b1_en.xml 60. Push the Webview button on top. 61. Close the Webview window Webmaster 1 Webmaster 2 Webmaster 1 Webmaster Push Close button 63. Push Accept button 64. Refresh your CWCM inbox: F5 or refresh browser window 65. You will see that the task has been removed from your CWCM inbox 66. Push Submit button 67. Or: you can also reject the task: choose Automatic: ToWip and SendToCorrect. Continue with step 44. The documents will be promoted to Active, regenerated and published on (training) EUROPA website 7

8 3 Exercise: content manager approval workflow 3.1 Goal Start and execute the 2 stage approval workflow 002 Informal agreement 3.2 Setup Make groups: o 1 author o 2 content managers o 1 webmaster 3.3 Scenario Author Optional Main navigation interface 1. Navigate to document document_c1_en.xml 2. Push the start workflow button 3. Select the workflow 002 Informal agreement. 4. Push Ok button Workflow initiation interface: Info tab 5. Fill in the workflow description 6. Push Next button on the bottom Workflow initiation interface: Performers tab 7. You will see that corrector and administrator are already filled. 8. Push the Select link in the row Content Manager Review: Review documents 9. Select both content managers 10. Push Add button (You will see both names on the right side of the screen now) 11. Push Ok button 12. Push Next button on the bottom Workflow initiation interface: Supporting files tab 13. Push Add button or link 14. Select the document document_a1_en.xml 15. Push Select button 16. Open the folder documentation by clicking on its name 17. Select the document info_en.pdf 18. Push Select & Finish button 19. You will see document document_a1_en.xml and info_en.pdf in the list 20. Push Next button on the bottom Workflow initiation interface: Comments tab 21. Push Add button 22. Fill in some text, for instance: I have updated the document according to the conclusion of our meeting. You can find additional information in the supporting documents. 23. Select the option For next recipient(s) only 8

9 24. Push Ok button 25. Push Finish button Content manager Open your inbox. It might take some time before you receive an 27. Click on the link pointing to document_c1_en.xml 28. Reply on the by explaining the reason why you reject the document 29. Or: you can just tell the author you don t agree. Author 30. Open your inbox. It might take some time before you receive an 31. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Wait for reply: Task interface: stop workflow Note that the comment you entered has been deleted. 32. Push Reject button 33. Push Reject button Content manager 1 and Content manager Open your inbox. It might take some time before you receive an 35. You will receive an to inform you that the workflow has been stopped and that you should ignore any previous s Author Optional Main navigation interface 36. Navigate to document document_c1_en.xml 37. Edit the document, save and close editor. 38. Execute the steps 1 to 11 (Start a new workflow) 39. Push Finish button Content manager 1 and Content manager Open your inbox. It might take some time before you receive an 41. Click on the link pointing to document_c1_en.xml 42. Reply on the with a message that you approve the document. Author 43. Open your inbox. It might take some time before you receive an 44. You can click on the link in the CWCM interface b. Or: go directly to your CWCM inbox and click on the task Wait for reply: Task interface: submit 45. Push Submit button Webmaster 68. Open your inbox. It might take some time before you receive an 9

10 69. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Approve webmaster : Task interface: approve documents Note that the documents are Staging 70. You can perform a webview of both documents to review the contents. 71. Select the document document_c1_en.xml 72. Push the Webview button on top. 73. Close the Webview window 74. Push Accept button 75. Push Submit button 76. Or: you can also reject the task: choose Automatic: ToWip and SendToCorrect. Continue with step 30. The documents will be promoted to Active, regenerated and published on (training) EUROPA website 10

11 4 Exercise: reading the workflow progress information 4.1 Goal Read the progress information of a CWCM task 4.2 Setup Make groups: o 1 author o 1 content manager o 1 webmaster 4.3 Scenario Author Content manager Webmaster Main navigation interface 1. Navigate to document document_d1_fr.xml 2. Push the start workflow button 3. Select the workflow 001 Formal agreement. 4. Push Ok button Workflow initiation interface: Info tab 5. Fill in the workflow description 6. Push Next button on the bottom Workflow initiation interface: Performers tab 7. You will see that corrector and administrator are already filled. 8. Push the Select link in the row Content Manager Review: Review documents 9. Select the content manager 10. Push Add button (You will see both names on the right side of the screen now) 11. Push Ok button 12. Push Finish button on the bottom 13. Open your inbox. It might take some time before you receive an 14. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Content Manager Review : Task interface: Approve documents 15. You can perform a webview to check the modifications 16. Push Submit button 17. Open your inbox. It might take some time before you receive an 18. You can click on the link in the CWCM interface b. Or: go directly to your CWCM inbox and click on the task Approve webmaster : Task interface: approve documents 11

12 Author 19. Push Accept button 20. Push Reject button 21. Push Add button 22. Type in some text 23. Push Ok button 24. Push Reject button 25. Select the task Automatic: ToWip & SendToCorrect 26. Push Ok button 27. Open your inbox. It might take some time before you receive an 28. You can click on the link in the CWCM interface a. Or: go directly to your CWCM inbox and click on the task Correction Author: 29. Click on the tab Progress Task interface: Progress tab 30. Question: Which are the next possible tasks? 31. Question: Which line does contain the content manager approval? 32. Question: Which line does contain the webmaster rejection? 33. Push Close button 12

13 5 Exercise: reading the workflow history 5.1 Goal Read the workflow history 5.2 Setup The webmaster of the group should give all users in his group webmaster permissions (via subsite user management) 5.3 Scenario Webmaster CWCM main interface 1. From the menu: Tools Workflows My Workflows My workflows interface 2. Select the workflow 3. From the menu: Tools Workflow History Workflow history interface 4. Question: Whose CWCM inbox does contain the task? 5. Question: When was the last task received? 6. Question: Has the content manager rejected or approved the documents? 13

14 6 Exercise: reading the workflow summary 6.1 Goal Read the workflow summary Complete a task on behalf of another user 6.2 Setup The webmaster of the group should give all users in his group webmaster permissions (via subsite user management) 6.3 Scenario Webmaster CWCM main interface 1. From the menu: Tools Workflows My Workflows My workflows interface 2. Select the workflow 3. From the menu: Tools Workflow Summary Workflow summary interface 4. Question: Whose CWCM inbox does contain the task? 5. Question: When was the last task received? 6. Question: Has the content manager rejected or approved the documents? Original webmaster 7. Click on the task Correction Author: Task interface: submit 8. Push Submit button 9. From the menu: Tools Workflows My Workflows Webmaster My workflows interface 10. Select the workflow 11. From the menu: Tools Workflow History Workflow history interface 12. The webmaster completed the last task, while it was assigned to the corrector. 14

15 7 Exercise: reading the workflow map 7.1 Goal Read the workflow map 7.2 Setup The webmaster of the group should give all users in his group webmaster permissions (via subsite user management) 7.3 Scenario Webmaster CWCM main interface 1. From the menu: Tools Workflows My Workflows My workflows interface 2. Select the workflow 3. From the menu: Tools Workflow Summary Workflow map interface 4. Question: Whose CWCM inbox does contain the task? 5. Question: When was the last task received? 6. Question: Has the content manager rejected or approved the documents? 15

16 8 Available workflows The old existing workflows have been replaced with 3 new workflows 001 Formal agreement Two stage approval process: content managers and webmasters Content managers and webmasters must open their CWCMS Inbox to agree or reject the documents If a content manager or webmaster rejects the document, the corrector has to update the document 002 Informal agreement Two stage approval process: content managers and webmasters Content managers receive an with a link to the documents HTML renditions on the Staging webserver Content managers can communicate their answer to the corrector by , who will resume or stop the workflow, depending on their decision. Webmasters must open their CWCMS Inbox to agree or to reject the documents If a webmaster rejects the document, the corrector has to update the document 003 No manager agreement One stage approval process: webmasters Content managers are not involved. 16

17 Formal agreement 17

18 Informal agreement 18

19 No manager agreement 19