Workflow Overview

Pages edited in Open Text are processed through a workflow by the Office of Web Design & Support before they are published to the live server. This process helps ensure quality and consistency in published pages, and provides a level of quality control needed for a project as large and diverse as the Southeast website.

The workflow also serves as a version control system, so it’s important to understand that any editor who has a page open for editing or saved as a draft is the only person who can make changes to that page until it has been submitted to the workflow, or released by undoing the changes. Workflow submissions are processed each weekday at 5pm. Workflow processes can be acced by clicking the Tasks tab at the top of the Open Text window, located between Asset Manager and Search.

Using the Tasks Panel          

After opening the Tasks Panel, you will notice a menu on the left-hand ide of the screen. The following steps will help you access workflow procedures.

Submitting Pages to Workflow

1. Click the [+] to expand the My Pages menu item on the left.
2. A Pages Saved as Draft menu item now appears with nex to an integer representing the number of pages you have been working on. To view a list of you pages currently in draft, expand Pages Saved as Draft and click the subsequent English entry.
3. In the main panel to the right, each page you have saved as draft will appear in a list. Click on an entry to see a preview of that page in the lower panel. You can also make additional changes to the content from the lower panel just as you would while in Smart Edit mode.
4. Right click on an entry listed in the main panel to access the ‘Action Menu’. From this menu you have the ability to Submit to Workflow or Undo Changes.
• Submit to Workflow will submit the page for review by the Office of Web Design & Support. After the page has been approved, it will usually publish within 5 minutes. Due to the volume of content that must be processed each day, please note that we are unable to vet for grammatical or contextual information. The content for each page should be reviewed and finalized before submitting it to the workflow.
• Undo Changes, as the name implies, will undo all changes made to the page since you began editing the content. This is an irreversable step, so only do this if you are certain that you do not wish to keep the changes.
5. You can also use the checkboxes next to entries in the main window to perform right-click actions to multiple pages at once. Right-clicking on an item also offers options to Select All Pages and Clear Page Selection for this purpose.
6. In addition to using the Tasks panel, you can easily submit pages and undo changes directly from SmartEdit mode. After modifying a page, while the page is still open for editing (green dotted-line showing), right-click somewhere in the page to access the same context menu available in the Tasks panel.

Reviewing & Editing Pages Awaiting Release

After you submit a page to the workflow, it is available to the Office of Web Design & Support for review and release. To view your pages currently awaiting review:

1. Expanding the My Pages in Workflow menu item and click English. Your pages currently in the workflow are displayed in the main panel on the right.
• Note: A bug in Open Text typically prevents the left-hand menu from updating when a page is moved in or out of the workflow, so often after submitting a page you will not see anything in My Pages in Workflow until after the Tasks panel has been refreshed. Click the Tasks tab again or press the [F5] key to update the menu, and your item should appear.
2. To remove an item from the workflow in order to fix a mistake or continue making edits, right-click on the entry in the main panel and select Reset Page to Draft Status. This will remove the item from the workflow and place it back into your Pages Saved as Draft list for further editing.