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Advancing Content Items in Workflow

Prerequisites: The content item must be added to a workflow. See Adding Content items to Workflow for details.
Tip
You can check the workflow status of a content item by clicking the item's information icon Information Icon in the top-right corner of the main pane. If the Workflow field doesn't display, then the item is not currently part of a workflow.

In workflow, you can advance a page, component, asset, or folder once a particular phase of work is completed. In an organization where content items are sent for approval, advancing content items might mean sending them to a web editor. In a situation where the author has permission to publish, advancing the item may mean publishing the it. In either case, advancing the content item sends it to the next workstate and to a user or group associated with that workstate.

The Advance Workflow options change to reflect the available transitions at that point in an item's work cycle.

For example, if the content item must go to an editor for approval, the advance button might include "Send to Editor." When the editor gets the item, the Advance button might include "Publish" and "Send Back to Author."

To advance a content item:
  1. Navigate to Site > Site Tree.
  2. Choose one of the following steps:
    1. Select the content item in the Site Tree, and select the Advance in Workflow button Advance in Wor kflow button in the Edit tab.
    2. Right-click the content item in the Site Tree, and select Advance in the context menu.
    The Advance Workflow dialog displays.
  3. Select a workflow transition in the Transition drop-down list.
    Given your transition selection, the Next State and Next Group values display.

    Advance Workflow

  4. Optional: Select a user or select Assign to Group from Assign To drop-down list to assign them to the content item.
  5. Optional: Enter your notes in the Comments field.

    In this field, consider providing context or instructions regarding the content item. These notes may benefit the user you assigned.

  6. Click Advance Workflow.
    The following events occur:
    • The content item advances to the next workstate.
    • If workflow notifications are enabled, a notification email will be sent to applicable users about the content item's workflow advancement. Your Comments will be included in the email message.
    • If your chosen transition contains a transition action (e.g., Check In, Mark for Publish), the CMS will initiate the action. The timing of the action initiation depends on the action type.

Task Troubleshooting:

  • If a particular user does not display in the Assign-To, drop-down list, contact your administrator to ensure the user is a member of the Next Group.
  • If an error prevents you from advancing the content item, the transition may have a custom action issue. Notify your administrator of the error so they can troubleshoot.