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Workflow

As an administrator, you can decide whether your editors are able to publish pages and files directly or if there should be an approval process in place. Accomplish this by planning workflow needs. Workflow is an approval process where an OU Campus user is assigned as an approver. Workflow can be configured in two ways:

  1. User-Level Approver
  2. Folder-Level Approver

You must be a Level 9 or 10 administrator to set up workflow.

User-Level ApproverLink to this section

This is for situations where OU Campus users are responsible for other users. For example, a department chair is responsible for edits made by members of his staff. It does not matter what content those staff members are editing; the department chair is responsible for approving it.

  1. Navigate to Setup > Users.
  2. Click on the username of the OU Campus user who will be submitting pages and files to an approver.
  3. Scroll down to the Restrictions panel, and from the "Approver" dropdown select the appropriate user.
    Restrictions panel
  4. In the "Enforce Approver" field, select the checkbox if you would like to lock in the chosen approver.
  5. In the bottom right corner, click Save.

If the "Enforce Approver" checkbox is NOT selected, the chosen approver is the default selection but the submitter has the option to select any other OU Campus user to approve the page or file.

Folder-Level ApproverLink to this section

This configuration is for situations where OU Campus users are responsible for pieces of content. For example, the head of alumni relations is responsible for all content on the alumni pages. It does not matter who made the edits; the head of alumni relations is responsible for approving it.

  1. Navigate to Content > Pages and find the page or file you'd like to associate with an approver.
  2. Hover over the file, hover over Edit, and click Access.
    Folder Edit Access Hover Menu
  3. In the Access Settings box, from the "Approver" dropdown select the appropriate user.
    Folder Access Settings box
  4. In the "Enforce Approver" field, select the checkbox if you would like to lock in the chosen approver.
  5. In the bottom right corner, click Save.

If the "Enforce Approver" checkbox is NOT selected, the chosen approver is the default selection but the submitter has the option to select any other OU Campus user to approve the page or file.

Bypass Approval GroupLink to this section

At times, you may need an exception to a workflow rule. In this case, you can set up a bypass approval group which allows a group of users to override any approval configurations and publish a piece of content directly.

  1. Create a group containing the users who will be allowed to override approval configurations.
  2. Navigate to Content > Pages and find the page or file you'd like to associate with this bypass approval.
  3. Hover over the file, hover over Edit, and click Access.
    Folder Edit Access Hover Menu
  4. In the Access Settings box, from the "Bypass Approval" dropdown select the appropriate group.
    Folder Access Settings box
  5. In the bottom right corner, click Save.

With a workflow set up, all your access settings, users and groups, and site settings configured, you're ready to begin managing your OU Campus site. You can always learn more about the various aspects of administration.