Move an object (term) through the workflow
Adding and editing an object with workflow enabled is much like the process without workflow, except that there are review/approval/publishing steps to follow.
Steps
- Sign in as a user with the Workflow Editor/Reviewer/Approver/Publishercapability object role assignmenton the glossary (custom model) where the object (term) resides.
- Navigate to the object page of the object (term) or use the Grid Mode to update the workflow state of the object (term).
You may also use the My Workflow Tasks or My Changed Objects.
- When analyzing metadata in grid mode, one may bulk update any property associated with any of the rows (or list items in the list view).
This interface is simply the standard object page and all the same features are available. However, according to the workflow steps one must first place the term (term) in Draft workflow state. To do so for an Approved object (term), click on the Create Draft to allow editing. One may also create a new object which will be placed in Draft state using one of the methods described.
Example
Sign in as Ed (the Editor) that we assigned the proper responsibilities to the Workflow Example Glossary and search for Account Number and pick the term that is in this glossary.
It is in the Draft workflow state and thus ready for editing.
If you sign in as a user without workflow responsibilities to this glossary, the term will not be visible as it was never published.
Click START REVIEW to go to the review step.
Enter a comment that is tied to this workflow transition.
The term (object) is Under Review.
Also, the next transition buttons (REQUEST CHANGE and RECOMMEND APPROVAL) are not displayed. This is because Ed is not a Glossary Reviewer.
To review, we should sign in as Robin, who is a member of the Glossary Reviewers. Please do so.
Click RECOMMEND APPROVAL to send it on to the approver, enter a comment and click OK.
Now, we should sign in as an approver. This time, however, after signing in as Administrator we will go to OBJECTS > My Workflow Tasks.
We see there are three objects to shepherd through the workflow, and we completely forgot about one of them, i.e., the acronym we created.
Let’s deal with that acronym now as we are Administrator:
Click START REVIEW on the acronym, comment and click OK.
Click RECOMMEND APPROVAL on the acronym, comment and click OK.
Now, both the Account Number term and the AcctNr acronym are in the same status. Thus, we can work on them in bulk now.
Select both objects (lines) and click the More Actions in the 2 selected button
Click Edit, check the box next to Workflow transition, enter a comment and select Approve.
Click OK.
The parent object (the term) is ready to publish. The child object (the acronym) must await the publication of the parent.
So, click PUBLISH first on the term then on the acronym (refresh in between), and we are done.
Now the term is visible to Bob.