I want Help with Automating Workflows in Squiz Matrix

(kieranas) #1

Hey everyone,

I am fairly new to Squiz Matrix and was wondering if anyone has experience with automating workflows efficiently. I have been experimenting with different triggers and metadata setups but I feel such as I might be missing some best practices.

My goal is to streamline content approvals and reduce manual work for my team. Right now, we are manually tracking approvals & it is getting a bit messy. I have looked into asset statuses and simple workflows but I am curious if there’s a better way to automate the process while keeping things flexible.

Has anyone successfully set up an approval workflow that notifies the right people at the right time? Maybe using metadata, triggers or even something custom? Also, while researching automation, I came across a Selenium Course—has anyone tried using Selenium alongside Squiz Matrix for any automation tasks? Also i have check this still need help.

Thank you.:slight_smile:

(Lewis) #2

Hi @kieranas,

Try these steps:

  1. use a the metadata date field with the assets you want to watch, setting the field to the date and/or time your want to review the assets

  2. Apply a workflow schema to the assets in (1), with the appropriate number of streams - for example, one for each asset owner

  3. for each workflow stream, use stream selection rules to automatically choose the appropriate user, based on the users assigned to the asset**

  4. Create a series of users (or user groups with users in them), and apply each user or group to the appropriate assets you want to watch

  5. Setup a trigger using the metadata time condition to fire when the assets ‘expire’ (based on the metadata date field). Use the trigger to change the status of the asset from Live to Up For Review, for example. This should automatically trigger the workflow schema you’ve applied in (2)

** for example, you could use the %asset_write_permission_assetid% keyword from this common keywords list, to check which users are assigned write access to the asset:

%asset_write_permission_assetid^in_array:X:1:0% where X is the asset ID of the user who should be emailed when the asset ‘expires’.

Workflow stream selection rules should be systematically eliminated as each condition returns false (or 0), until only 1 user is left. That stream is then selected, and used to send the email to the appropriate person. This follows from the docs - Configure Workflow Schemas, Stream selection rules section.

For more information about the ^in_array keyword modifier, see this page.

Hope that helps - lot to setup, but should get you some way toward what I think you’re trying to achieve :crossed_fingers: