Default Workflow example

If you have only one or more unrelated environments (eg “Production” or “Desktop” & “Mobile”) where you would not need to promote content from one environment to another, using a default Workflow would be the best fit.

Step 1: Workflow Setup

Assuming you have permission to create Workflows, navigate to "Settings" => "Workflows" and select “Add Workflow”

Provide a relevant title, in this case, we will use “Default”
Leave “Linked Environments” unchecked.
Add one or more environments. In this case, we will only add Production.
Select “Add Status” and provide a value. In this case, we will add two statuses (in addition to “Publish” which is a required, non-editable status), namely “Draft” and “Review”.
Select “Next”

Step 2: Permissions

Assuming you have permission to update permission groups and you have more than one permission group, you should be able to assign which permission groups have access to which statuses.

Select which permission group should be able to set statuses
Select “Next”

Step 3: Associate Schemas

Different types of content sometimes need to have different approval flows, for example, you might want to create a “Legal” Workflow and assign it to sensitive copy such as “Terms and Conditions or Privacy Policy”. For this example, we will keep it simple and associate our Workflow with all of our schemas.

Assuming you have permission to update schemas you should be able to assign your Workflow to one or more schemas.

Select which schemas you would want to associate with your Workflow
Select “Save”
Select “Close”

Workflows in Actions

Congratulations 🎉 You have successfully created your first custom Workflow. Now that we have created a Workflow and linked it to at least one schema, let’s take a quick look at how we can use our Workflow.

Assuming you have permission to create or edit content, navigate to “Content” and select to view content for the schema you have linked to your Workflow.

You will notice a new column called “Status” indicating the Workflow status your content is currently in. If you have added a Workflow to a schema with existing data, you will notice that the status will be empty.

Let’s create a new entry and save it in “Draft” status.

Select “New Entry” and complete all the relevant fields for your entry. You will note that the default value for “Status” should reflect the first status of your Workflow for the given environment.

Save your entry and close the content editor. You should now see the new entry with the status you have selected.

Publishing Content

Once we have made all of our copy changes and we are ready to publish our content, we can go ahead and update our status to Publish and "Save"

For a default Workflow, you will note that the content is saved and updated to reflect a “Publish” status without the option to promote your content to another environment (see "Linked Workflows" for content promotion).

Conclusion

You have just published content using Workflows! As you can see Workflows is a powerful tool that can be used by individuals or teams to keep track of content statuses, transition content between statuses and easily publish content.