Tag: workflow

Approval Workflow

The Approval Workflow in OU Campus is an optional function that a department can use when creating or editing content that needs approval from someone else before being published. This process allows the item to remain checked out to a user throughout the process until it has been completed—either published or reverted back to the previous version. Keeping content checked out is important so that the item is not published unintentionally before it should be.

  • The item goes from being checked out to the editor to being checked out by the approver and possibly back to the editor depending on what the approver selects.
  • The approver can deny the changes or publish/approve them.
    • The approver must have CMS access, but could have view-only access or edit access. An approver with edit access could publish the changes if approved, with view-only access the approver can only approve the content and return the item to the first person for publishing if approved.
  • OU Campus will send an email notification to the approver letting them know you have sent them something. This email can include a custom message from you.

Submitting for Approval

  1. With the item checked out to you, click the arrow next to Publish in the green button at the top of the page and select Submit for Approval.
    Dropdown menu of the publish button.
  2. Fill out needed information in the Submit for Approval window.
    Submit for approval window.
    1. Select the correct person from the To dropdown. You can type the person’s name to filter the list.
    2. Enter a subject in the Subject field.
    3. Enter a message to the person in the Message field.
    4. Keep “Send Copy to Email” checked.
    5. Click the blue Submit button.

Approver Process – Edit Access

  1. The person who was selected in the To field of the Submit for Approval window will receive an email with multiple links.
  2. Select the first link to go to the item in OU Campus.
  3. Review the content. Make changes as needed.
  4. Publish, Reassign, or Decline the item.
    Publish menu and decline button for an approver with edit access.
    1. If the changes are approved and ready to go live you can Publish the item as normal.
    2. If you need to send an email to the person who sent the item to you for approval instead of publishing or declining, use the dropdown arrow next to publish and choose Reassign. Complete the To, Subject, and Message fields before sending.
      Reassign Approval window.
    3. Clicking the orange Decline button will allow you to choose to revert to the previous version (delete all changes) and include a message to the person stating why you declined the changes.
      decline

Approver Process – View-only Access

  1. The person who was selected in the To field of the Submit for Approval window will receive an email with multiple links.
  2. Select the first link to go to the item in OU Campus.
  3. Review the content.
  4. Submit or Decline the item.
    Submit and Decline buttons.
    1. If the changes are good, click the green Submit button. From the Reassign Approval window, select a To person with edit access who can publish the page, enter a subject and a message, and click Send.
      Reassign Approval window.
    2. Clicking the orange Decline button will allow you to choose to revert to the previous version (delete all changes) and include a message to the person stating why you declined the changes.
      decline

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Dashboard

The OU Campus Dashboard provides a location within the CMS where you can access user-specific messaging and gadgets. The Dashboard is the default log-in location from the standard OU Campus Login screen when not using DirectEdit.

In the Dashboard menu on the global navigation bar, you can find links to Workflow and Inbox. These options are also found beneath your name on the Dashboard overview page.

Dashboard Examples

The Dashboard can be customized by choosing which gadgets to show or hide in the view as discussed in the Dashboard Gadgets section.

Overview

This option will take you to the Dashboard overview page, the same as clicking on the Dashboard link.

dashboard

Dashboard Gadgets

The Dashboard gadgets generally have site-wide functionality or provide shortcuts to content. The system gadgets available on the Dashboard are:

  • Activity: shows content with recently performed actions such as a scheduled publish, expire, or upload.
  • Bookmarks: Bookmark frequently-used pages, reports, or other OU Campus screens for easy navigation.
  • CheckIn Gadget: check in all content you have checked out with a single click.
  • My Check-Out Content: shows content checked out by you and the date/time stamp when the content was checked out. Content is linked and can be clicked to for editing or approving. The light bulb icon indicates that the page is checked out and clicking it checks the page back in.
  • Inbox: provides a scrollable list of recently received messages.

dashboard-image

The Configure Dashboard link can be used to choose which gadgets to display on the Dashboard. Clicking this link brings up the Dashboard Configuration modal.

dashboard-modal

This screen shows the gadgets that are available to you and they can be filtered by name. Functionality includes:

  • Filter: Enter two or more characters to filter by gadget name.
  • Hide: To hid a gadget from view on the Dashboard, click anywhere within the green gadget box or click the checkbox to clear the selection. A gadget configured to be hidden is shown in grey.
  • Show: Click anywhere within the gadget box or the checkbox to select a gadget to show on the Dashboard. A gadget configured to be shown is shown in green.

Gadgets can be reordered on the Dashboard by clicking and dragging the grey title bar to a new “tile,” shown by a dotted line.

dashboard-move

Workflow

The Workflow list view shows content that you have sent to another user for approval or content that has been sent to you for approval. These messages are separate from other messages (which can be viewed in Inbox and Sent). Content moving through an approval process can be tracked using this screen. Most departments will not be using this.

Inbox

Inbox displays messages from other users as well as automated messages associated with scheduled actions, such as a notification of scheduled publish or notification of page expiration. The Inbox Gadget is also shown on the Dashboard and includes how many new messages are in the inbox. The Inbox includes a linked list of messages and the functionality to compose a message. It is NOT recommended that you use this function to send messages to others. Please use your Michigan Tech Gmail instead.

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