Workflow dilemma

Squiz Matrix Support
1

I am having a go at implementing a workflow but it does not seem to be completely working for me.


Basically I have 3 groups of users

  1. Authors
  2. Approvers
  3. Publishers



    I have got the following to work:
  4. The author creates the page and then Applies for Approval
  5. The Approver receives an email and then Approves Changes



    How do I then get the Approver to also be able to perform the Approve step and once they do, an email is sent to the Publisher to make the page live?



    At the moment the Approver performs the Approve Changes step and that’s it. No email is sent to the publisher. If the Publisher logs in and finds the asset they can then perform the step of Approve. And then after that they can’t perform the step of make live unless they go and find the asset and use the details screen?



    Have I missed something? Does anyone have any suggestions?
2

The Publishers need Admin permission to the assets. They should be notified by email when an asset enters "Approved to Go Live" status for any asset they have Admin permission to. If you're not getting emails, please contact Squiz Support so that we can take a look at your system.

3

The publisher has admin access. Does that mean that the Approver needs admin access as apposed to write access to perform the step of Approve?

4

[quote]The publisher has admin access. Does that mean that the Approver needs admin access as apposed to write access to perform the step of Approve?
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No. Approval only requires write permission. Also, Matrix will automatically assign write permission to approvers at each step (if they don’t have it).



Can you check to ensure that your Publisher accounts have email addresses configured? They really should be getting notification that an asset is ready to be made live.

5

Publisher has an email address. Sounds like I might be missing a step to get the Approver to do the Approved to go live step. I currently have 3 steps in the workflow process.


1st step - Authors were selected as the condition

2nd step - Approvers were selected as the condition

3rd step - Publishers were selected as the condition



Does this look right?

6

Nah, you just need a single step with "Approvers". Then, Authors will get the "Apply for Approval" option, which triggers the first step and notifies the Approvers. Approvers then set "Approved" which shifts the asset into Approved to Go Live status and notifies the Publishers that the asset is ready to go Live.

7

So without the first step including Authors how is an author notified when the page has been made live?

8

[quote]So without the first step including Authors how is an author notified when the page has been made live?
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Ah, good point. Yeah, if you want the authors to be notified, you can add a step in for them. :slight_smile:

9

So, just to clarify I only need 2 steps in my workflow:


1st step - Authors selected as the condition

2nd step - Approvers selected as the condition



And by doing this the Publisher should receive an email from the Approver that the asset can be made live?

10

[quote]And by doing this the Publisher should receive an email from the Approver that the asset can be made live?
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Correct. Once the approvers have completed the workflow, the publishers should receive notification that the asset is ready to be made live.

11

OK. Thanks for that Avi.


I will log a support job for this as this is not happening.

12

[quote]I will log a support job for this as this is not happening.
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Are the publishers getting anything in their Matrix inbox?

13

[quote]Are the publishers getting anything in their Matrix inbox?
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No.

14

Interesting. Yeah, log a support job so we can look into this.