Workflow Configuration

This guide covers configuring workflows in Agility CMS through the Security/permissions system.

Workflow Overview

Workflows in Agility CMS are configured through the Security/permissions system, not as a separate workflow configuration. Workflows are created by assigning appropriate roles and permissions to users.

How Workflows Work

Role-Based Workflows

Workflows are created by assigning roles with appropriate permissions:

  1. Roles: Users are assigned roles (Editor, Publisher, Admin, etc.)
  2. Permissions: Roles have different permissions (Read, Contribute, Edit, Approve, Publish, etc.)
  3. Workflow Steps: Content moves through approval steps based on permissions

Permission-Based Workflow

Workflow Steps:

  1. Content Creation: User with "Contribute" or "Edit" permission creates content
  2. Content Editing: User with "Edit" permission can edit content
  3. Approval: User with "Approve" permission can approve content
  4. Publishing: User with "Publish" permission can publish content

Common Workflow Patterns

Simple Workflow

Pattern:

  • Editor creates content → Publisher reviews and publishes

Configuration:

  • Assign "Editor" role to content creators
  • Assign "Publisher" role to content publishers

Multi-Step Workflow

Pattern:

  • Editor creates content → Reviewer approves → Publisher publishes

Configuration:

  • Assign "Editor" role to content creators
  • Assign "Approver" role to reviewers
  • Assign "Publisher" role to publishers

Role-Based Workflow

Pattern:

  • Different roles can edit, approve, or publish based on permissions

Configuration:

  • Assign appropriate roles with required permissions
  • Use built-in roles or create custom roles (Enterprise)

Configuring Workflows

Step 1: Assign Roles

  1. Navigate to Settings → User Access
  2. Assign appropriate roles to users:
    • Editor: For content creation and editing
    • Approver: For content approval
    • Publisher: For content publishing

Step 2: Configure Item-Level Permissions

For granular workflow control:

  1. Navigate to content list, component, or page model
  2. Click "Properties" or "Security"
  3. Configure permissions for specific roles or users
  4. Set approval requirements if needed

Step 3: Test Workflow

  1. Create content as Editor
  2. Submit for approval (if required)
  3. Approve as Approver
  4. Publish as Publisher

Workflow Best Practices

  1. Start Simple: Begin with simple workflows
  2. Use Built-in Roles: Use built-in roles when possible
  3. Document Workflows: Document workflow steps and roles
  4. Test Workflows: Test workflows before going live
  5. Regular Review: Review workflows regularly

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