User:Yehia
From Joomla! Documentation
Intro to Workflow in Joomla 4
Introduction
In this tutorial you will learn about new feature in Joomla 4. Workflow is a new tool to help you manage your articles.For example, you are an owner of a famous blog and you have a lot of authors working for you. You need an organized way for the authors to submit their articles to you. After which you are free to approve or reject any article.You need to know the basics of Joomla before reading this tutorial. If you are new to Joomla, check this link.
Workflow Elements
Workflow is composed of Stages and Transitions.Stages represent the building block of your workflow. Each stage has conditions inside it. It could be unpublished,publish or trashed.Transition is the movement from one state to another. Joomla's new version have a default workflow to use and you can make your own(we will discus this in the next tutorial).
To use Workflow you need to access Content -> Workflow
Now you should be redirected to your Workflow section where you can start using it and manage your articles. Also you are free to check the default workflow.
Check Default workflow
"Joomla! Default" is the default workflow.
To create your own workflow press ‘New’ tab, then you will be directed to this page. You must choose name of your workflow and you could add description to your workflow(optionally).
States & Stages
In Joomla 4 you have the default workflow with states (Published , Default , Unpublished and trashed). You should press ‘Change status’ tab to see all states.
To add new stages in workflow you should press (stages circle)
Now, You will see all your stages. Stages are archived, unpublished, trashed.It's important to know that when you make a new stage, you have to make a condition as well. For example, if you make new stage named online it's condition should be published. New stages named Not-Online should have condition not archived, etc.
Transition
To use the transition you simply need to press transition column.
Then you are free to discover all stages list. We will learn more about them in the next tutorials.
You could rearrange your transitions by dragging them in the order you prefer.
Set Permissions
In this section you will decide which 'Group Users' has the permission to edit,create or delete your articles. If you don't know what is group users check this tutorial
You have 3 options (Inherited,Denied,Allowed). You could find the definition of each term in the end of this screenshot.
Okay that's it. Now you know all the basics about workflow and how to use it. In the next tutorial you will learn how to create your own workflow.
How Can I use This Info
From what you've learned so far, you could use the default workflow to make your articles more professional. You could add group users to each stage and manage their transitions.You could make your own workflow with customized states and transition.(You will learn that in the following tutorials)
Related Information
See also:
Make your first workflow
What we will do
In this tutorial you will learn how to make your own workflow. If you don’t know what is a workflow please check this tutorial (part 1). Suppose you are an owner of a famous blog and you have a lot of authors working for you. You need an organized way for authors to submit their articles to you. You are free to approve or reject any article.
Now, you need to make different stages. To move from one stage to another you will use transition.
We will make three stages: Under-Review,Accepted,Rejected. Author could make any article under review after which admin can accept and publish it or return the article to author to rewrite it.
Create your own workflow
To create workflow you need to enter the workflow section from side-menu → Content → Workflows . Press New workflow and name it, for example ‘My Workflow”.
After creating your workflow, you are free to create whatever Stages and Transitions you want.
Make Stages
Now, you have your new workflow. You just need to press the Stage circle to go to stages page.
Now press new button to create your stage.
Under Review
Choose state name ‘under review’. The most important thing in stage is its condition. Any articles under review needs to be unpublished so its condition is unpublished and you should make it as the default stage.
Accepted
After the authors submit their articles to be in ‘under review’ stage, admin reviews the articles and move it to accepted stage. So condition will be changed to Published.
Rejected
If the admin didn’t like the articles, he could move it to ‘Rejected’ stage. However, the author could re-read and modify the article and re-submit it so the condition will be again Unpublished.
Transition
Now to move articles form one stage to another, you need to have a transition. Return to your workflow page then press Transitions circle.
Then press New to make your own Transitions.
Accept
First transition: If the admin approved the articles, it will go from under-review stage to Accepted stage and will be published.
Reject
Second transition: If the admin Rejected the articles, it will go from under-review stage to Rejected stage and will remain Unpublished till the author modifies it and resubmits it.
And that’s it, Now you have your own new transitions.
In the next tutorial we are going to learn how to make a user group (authors and reviewers) and assign them to each stage and transition.
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Make user group
In this tutorial we are going to make something like this.
Creating user group is a simple thing to do.All you need is to access your joomla account then make the following steps.
Go to user groups section
Go to the sidebar->Users->Groups.
Then press New button
Select the parent of your user group it should be the user group with similar permissions of user groups you want to create.
then press save and close.
change permissions
Now you have your new user group you could change permissions using the permission icon on the right.
Here you can check permission settings and change it.
And that it Now you have your users group!
Related Information
See also: