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WCM Workows [ 172 ] 7. Log in as Keenan Hall and Crawford Caton who are the Content Reviewers. Click on the My Alfresco menu link in the toolbar to view your personal dashboard. The My Tasks To Do dashboard lists all your tasks. You can choose to Manage or Reassign the task. Assume you have logged in as Crawford Caton. As we have selected Parallel as a review type, both the users will be able to see the task in their My Tasks To Do dashboard. Any one of the users can approve or reject the task. If one of the users rejects the task, it will go back to the user who has initiated the content submission. The user can decide whether to resubmit or cancel the task. 8. For various business reasons you can reassign the task by clicking on the Reassign button. 9. Once you click on the Reassign button, you will see the Reassign Task window as shown in the following screenshot. You can search for the users and reassign the task to an appropriate user. Download from Wow! eBook <www.wowebook.com> Chapter 5 [ 173 ] 10. You can manage the task by clicking on the Manage button. 11. Once you click on the Manage button you will see the Manage Task window as shown in the following screenshot. You can Update, Edit, Preview, and Revert the items. You can see the workow history, input comments, and see the change of set attached to this task: Download from Wow! eBook <www.wowebook.com> WCM Workows [ 174 ] 12. On clicking the View Detail icon you will see the following screen, using which you can Edit and Update the content if required. Click on Close to go back to the Manage Task window. 13. To complete the task, click on the Approve or the Reject button as shown in the previous screenshot. 14. Now log in as Keenan Hall and continue the same steps we have just seen for Crawford Caton. In this case we are going to reject the training: Download from Wow! eBook <www.wowebook.com> Chapter 5 [ 175 ] 15. Log in as Mark who has submitted this content. Note the task on Mark's task list. 16. Open the task and you will have two options to select; one is Resubmit For Review and the second is Abort Review. If you click on Abort Review, the content will not be submitted to the Staging box and you have to start the procedure of submitting content from scratch (this means the workow sandbox is deleted, and in the future when you submit the same content, it will create new workow with a new Advanced Versioning Manager (AVM) store). If you click on Resubmit For Review, you will nd again, task for both the users—Keenan Hall and Crawford Caton (this indicates the same AVM store will be in use). Download from Wow! eBook <www.wowebook.com> WCM Workows [ 176 ] 17. Now we will seek the approval again. Click on Resubmit For Review and you will nd the task in both the users' dashlets. Assume that you have logged in as Keenan Hall. 18. Open the Manage Task dialog and Approve the task. Also, log in as Crawford Canon and Approve the task. Download from Wow! eBook <www.wowebook.com> Chapter 5 [ 177 ] 19. Now log in as Mark. Note the task on the My Task To Do dashlet only for a fraction of seconds (5 seconds). Refresh it after some time; the content is already submitted to the Staging box. 20. In your user sandbox, expand the Modied Items list. Each content item remains in the Modied Items list until its submission is complete. Refresh the page after some time. In the Staging Sandbox, expand the Recent Snapshots list to view the snapshot you have created. A few things to be considered when an item is attached to a workow: • Assets attached to a workow cannot be submitted to another workow while the rst one is running. • If you have to rename, delete, or modify any asset items, then those items are also going to submit. • XML and generated renditions are always placed in workow as a unit. If you submit any XML item, then all the items related to that XML will also be submitted. • Each workow creates "AVM" (it creates a branch till it is closed). Hence, having more and more active instances will degrade the performance. In AVM store, it keeps the entire content of user's sandbox. One should not keep pending workows for a long time. Whenever a Content Reviewer receives the notication of a successful approval, the task appears in the task list. Close the task as soon as possible. After clicking, the AVM store of that workow instance will be removed. • Any change set associated with a workow is isolated in its own workow sandbox. Workow sandboxes are visible via CIFS, but difcult to use due to autogenerated folder names (GUIDs). Download from Wow! eBook <www.wowebook.com> WCM Workows [ 178 ] • Content Contributors can continue to work in their sandbox without breaking the Reviewer's context. • Content Reviewers can see an in-context preview of the change set as if it had been applied to the Staging Sandbox. Dynamically changing workow for each snapshot submission Whenever you submit content to the Staging Sandbox, once approved, a snapshot is automatically taken of the Staging to provide an archive of the current version of the site. This snapshot is maintained over time to provide an audit trail and rollback point for previous versions of the site. This gives an advantage of recovering any content at any point of time. It also keeps record of all deleted, renamed, and moved items. Once a snapshot is taken, all committed changes are immediately reected and available to each user in their own sandbox, enabling all users to consistently check their changes against the latest and greatest version of the website. Download from Wow! eBook <www.wowebook.com> Chapter 5 [ 179 ] Creating a custom WCM Workow for a group You can dene and deploy your own task-oriented workows in the Alfresco repository. However, you need to follow a particular format to dene your workow and a particular process to deploy it in Alfresco. Workows can be deployed manually (which requires a restart of the server) and dynamically (without starting the server). For now we will deploy the workow manually. These customizations are typically deployed via the alfresco/extension folder and require the Alfresco server to be restarted to take effect. In the later examples, we will deploy using the dynamic approach. As an example, we will congure one workow. The use case scenario is as follows. There is a section of Blogs and News on the Cignex website, which needs to be updated monthly. The blog has to be published regularly. In order to publish, one needs to follow some process that can be dened in a workow. The blog has to be reviewed by three different groups. Each group has different roles. Groups approve the blog one at a time and in order. When the blog is submitted, it will go to the rst group. All the users belonging to that group will receive a notication via a task in the My Pooled Tasks dashlet. Any one of the users can take ownership and approve or reject the task. If rejected, it will go to the initiator. On approval it will go to next group and the process will continue for all three groups. Once the process is complete, a notication will be sent to the initiator. Also the blog would be submitted to the Staging box. For this, create Jennifer Bruce, Kristie Dawid, LeRoy Fuess, Michael Alison, and Jessica Tucker as users. Create three groups: Technical Reviewer, Editorial, and Publisher. Add Jennifer Bruce and Kristie Dawid to Technical Reviewer, add LeRoy Fuess to Editorial, and add Michael Alison and Jessica Tucker to Publisher. Invite Technical Reviewer, Editorial, and Publisher as Reviewer on the Cignex web project. For more information about creating a group and users refer to Chapter 3, Getting Started with Alfresco WCM. Download from Wow! eBook <www.wowebook.com> WCM Workows [ 180 ] The custom workow process is shown in the following diagram: Download from Wow! eBook <www.wowebook.com> Chapter 5 [ 181 ] Dening the workow process For any workow to be deployed you should have the following les: 1. Task Model: The Task Model provides a description for each of the tasks in the workow. Each task description consists of Name, Title, Properties, Mandatory Aspects, and Association. 2. Process Denition: The Process Denition describes the states (steps) and transitions (choices) of a workow. 3. Resource Bundle (optional): A workow Resource Bundle provides all the human-readable messages displayed in the user interface for managing the workow. Messages include task titles, task property names, task choices, and so on. 4. web-client-cong-custom.xml: Web Client conguration species the presentation of Tasks and properties to the user in the Alfresco Explorer. 5. custom-model-context.xml: The custom model Spring Context le instructs Spring on how to bootstrap or load the Task Model denition le, Process Denition le, and Resource Bundle. 6. web-client-cong-wcm.xml: Web Client conguration species the availability of workow to the web project in the Alfresco Explorer. Follow these steps to create a custom workow. Download from Wow! eBook <www.wowebook.com> . human-readable messages displayed in the user interface for managing the workow. Messages include task titles, task property names, task choices, and so on. 4. web- client-cong-custom.xml: Web. custom-model-context.xml: The custom model Spring Context le instructs Spring on how to bootstrap or load the Task Model denition le, Process Denition le, and Resource Bundle. 6. web- client-cong-wcm.xml:. greatest version of the website. Download from Wow! eBook <www.wowebook.com> Chapter 5 [ 179 ] Creating a custom WCM Workow for a group You can dene and deploy your own task-oriented workows
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