Hi,
For our science pages, we would like the content reviewed by the content authors every six months. The idea is to have a trigger that sets the future status of the page to <something> six months after the page becomes Live and that when the page has become <something> the content editors (users with write permission on that page) get an email saying they need to review the contents of the page. This seems like something a content management system can do, but I have not been able to implement it.
I had a trigger that set the future status of the page to Up for review on a set date (for the first round) and that worked fine, but Up for review in Matrix is something entirely different from what I expected and all pages went straight into workflow, which is not what I intended (especially not the 400 workflow emails). Also, I haven't been able to work out how to send emails to just the people with write permission for each page. I think that has something to do with roles, but I do not know how to implement those.
Does anyone have an idea how to do this, or can someone point me to the appropriate documentation? I guess the same trigger that sends an email when the page becomes Up for review could also change the status to Safe edit?
Niels Klazenga, Royal Botanic Gardens Melbourne
Hi Niels,
If the page doesn’t need to go through all the workflow process then you might just want to set the page to “Safe Edit” status with the Trigger. Also with the same trigger you would be able to send emails to the intended users.
As for the Roles here is your link to documentation
Cheers,
Ash
Hi Ash,
Thanks for the extremely prompt response. Every six months is just the minimum that the pages need to be reviewed. Some pages will be edited much more frequently. If I use Safe edit instead of Up for review, how do I prevent emails to go out every time someone changes the status of a page to Safe edit?
When I follow the link to the documentation I get a fatal error, but I know where to find it now.
Niels
[quote]
Hi Ash,
Thanks for the extremely prompt response. Every six months is just the minimum that the pages need to be reviewed. Some pages will be edited much more frequently. If I use Safe edit instead of Up for review, how do I prevent emails to go out every time someone changes the status of a page to Safe edit?
When I follow the link to the documentation I get a fatal error, but I know where to find it now.
Niels
[/quote]
Hi,
Well you would not be able to edit the pages without triggering the workflow email, if the workflow is applied.
according to what i suggested, the users can make changes to the asset and after certain time the status of the asset can be changed also triggering the email to reviewer , to review the page.
In case of putting the pages Up For Review , the workflow process is actually started. Although in the later, the Reviewer after reviewing the asset can just cancel safe edit which makes the page Live again. This means the worflow process is never triggered.
Hope I am making it clear to you for how it should work and not just plainly confusing you 
Cheers
[quote]
Hi,
Well you would not be able to edit the pages without triggering the workflow email, if the workflow is applied.
according to what i suggested, the users can make changes to the asset and after certain time the status of the asset can be changed also triggering the email to reviewer , to review the page.
In case of putting the pages Up For Review , the workflow process is actually started. Although in the later, the Reviewer after reviewing the asset can just cancel safe edit which makes the page Live again. This means the worflow process is never triggered.
Hope I am making it clear to you for how it should work and not just plainly confusing you
Cheers
[/quote]
Hi Ash,
Maybe it is me who wasn't clear. What I am after is an email sent to the content authors (people with write permission) of an asset, when the asset has not been edited (or has not changed status) in six months, telling them that they should do something about their page. If people have edited the page in the meantime, the email should not go out. Is there a way to do this?
Just thought of another problem with my approach, as when the future status is set to Up for review (or Safe edit) six months after a page becomes Live, if someone edits the page before six months has passed then another future stage will be set for six months after that, but the initial future status will still be there, isn't it? This could get very messy for pages that get edited a lot.
Maybe it is better to run a report periodically and (have someone else) send emails manually to authors of pages that haven't changed for a long time.
[quote]
Hi Ash,
Maybe it is me who wasn't clear. What I am after is an email sent to the content authors (people with write permission) of an asset, when the asset has not been edited (or has not changed status) in six months, telling them that they should do something about their page. If people have edited the page in the meantime, the email should not go out. Is there a way to do this?
Just thought of another problem with my approach, as when the future status is set to Up for review (or Safe edit) six months after a page becomes Live, if someone edits the page before six months has passed then another future stage will be set for six months after that, but the initial future status will still be there, isn't it? This could get very messy for pages that get edited a lot.
Maybe it is better to run a report periodically and (have someone else) send emails manually to authors of pages that haven't changed for a long time.
[/quote]
Ah there we go, this makes everything a lot more clearer.
What i would suggest here is 2 triggers.
Trigger One
- Fire on Asset Updated/ Asset Attribute Updated
- Will have 2 trigger Action
- Delete Future Status of "Safe Editing" (To ensure we just have one Future Status on asset)
- Create new future Status of "Safe Editing" for after 180 days
This trigger will make sure that the status is updated only after 180 days of asset updated and always has one future status.
Trigger Two
- Delete Future Status of "Safe Editing" (To ensure we just have one Future Status on asset)
- Fires on Asset Status changed
- Condition to make sure status is changed from Live => Safe Editing
- Has action of Emailing the respective Users
Regards,
Ash
[quote]
Ah there we go, this makes everything a lot more clearer.
What i would suggest here is 2 triggers.
Trigger One
- Fire on Asset Updated/ Asset Attribute Updated
- Will have 2 trigger Action
- Delete Future Status of "Safe Editing" (To ensure we just have one Future Status on asset)
- Create new future Status of "Safe Editing" for after 180 days
This trigger will make sure that the status is updated only after 180 days of asset updated and always has one future status.
Trigger Two
- Delete Future Status of "Safe Editing" (To ensure we just have one Future Status on asset)
- Fires on Asset Status changed
- Condition to make sure status is changed from Live => Safe Editing
- Has action of Emailing the respective Users
Regards,
Ash
[/quote]
That sounds exactly like what I want. I'll try that. Thanks so much for your help.
Glad if it was Helpful 
Cheers,
Ash
Hi Ash - this is very close to what we want to do with our site, but I wanted to ask about the second trigger:
[indent]Trigger Two
- Fires on Asset Status changed
- Condition to make sure status is changed from Live => Safe Editing
- Has action of Emailing the respective Users[/indent]
Won't this mean that every time someone goes in to edit the page (and changes the status to Safe Edit), they'll receive an email asking them to 'Review the page'?
Is there any way to set Trigger Two so that it only sends an email when it's the Future Status that has caused the status to change to Safe Edit?
Thanks, Ruth
LINC Tasmania
[quote]
Hi Ash - this is very close to what we want to do with our site, but I wanted to ask about the second trigger:
[indent]Trigger Two
- Fires on Asset Status changed
- Condition to make sure status is changed from Live => Safe Editing
- Has action of Emailing the respective Users[/indent]
Won't this mean that every time someone goes in to edit the page (and changes the status to Safe Edit), they'll receive an email asking them to 'Review the page'?
Is there any way to set Trigger Two so that it only sends an email when it's the Future Status that has caused the status to change to Safe Edit?
Thanks, Ruth
LINC Tasmania
[/quote]
Hi Ruth,
If you don't want the trigger to fire every time a status is changed to Safe Editing and only want it on the Future Status changes then you can include an additional Trigger Condition in this Trigger. Trigger Condition "Interface Mode", and select 'Cron Script' Check box for this one.
Because the "Future Status Change" action is performed when the cron manager runs this above condition will be evaluated to true only then.
I haven't tried it myself but from what I can see this should be answer to your issue.
Hope this helps,
Ash
Thanks Ash - we'll give this a go. I appreciate the speedy response too. Cheers, Ruth