1. Implementing Knowledge Management with the Redwood User Experience
  2. Create a Workflow

Create a Workflow

Before you create a workflow, you must plan your workflow in advance by considering all the possible steps in the publishing lifecycle.

Use the following procedure to create a workflow:

  1. In the Setup and Maintenance work area, go to the Manage Knowledge Workflows task:
    • Offering: Service
    • Functional Area: Knowledge Management
    • Task: Manage Knowledge Workflows
  2. In the Workflows page, click Create.
  3. Specify the following information:
    Field Description
    Name The name of the workflow process.

    To localize the workflow name, click the Localize icon and specify the workflow name for a locale.
    Publish articles automatically when complete? Disable this option if you want articles to be published manually when the workflow completes.

    By default, articles are published automatically after the workflow completes.
  4. Complete the following procedure to add steps to the workflow:
    1. Click Step.
    2. In the Add Step page, specify the following details:
      Field Description
      Step Name The name of the workflow step. This name appears as a task to the users in the Knowledge Tasks page.

      To localize the step name, you must first create the step and then edit it to specify the step name for a locale.
      Reference Key An arbitrary text string used as internal identifier for the content. Make a note of the reference key which will be used to create a data security policy for this step.
      Duration The number of days for the user to complete this task.
      Allow editing in step? Disable this option if you don't want users to edit the article during this step in the workflow

      If you allow editing in a workflow step, it indicates that the author can edit the article during this step. After editing, the article continues to remain in the same step in the workflow and doesn't require approval from previous steps, if any.
      Only assigned users can approve? Determine if approvers other than the assigned user can approve this workflow step.
    3. Click Create.
  5. Repeat step 4 to add more steps to the workflow.
  6. Click Content Types, select the appropriate content types to which you want to associate this workflow, and then click Add. Note that only articles assigned to this content type will go through this workflow.
  7. Click Save to save the workflow.