Manage workflow templates

You use a template to design the tasks that need to be completed in a workflow. When you want to start a workflow, you select the template where the tasks you need to complete are already defined. Then for the workflow you are starting you can add the specific users who you want to work on specific topics.

By default, Inspire provides the following templates:
  • Sequential reviewer workflow. Use this template to automate the review process with two sequential reviewer phases.
  • Topic workflow. Use this template to develop, review, and publish content.

You can also update these existing workflow templates to create the workflow that your organization requires.

Activities

Inspire workflow templates are designed around an Activity.

  • Each action step is an activity. For example, Review.
  • Activities are connected by transitions. For example, Send for Review.
  • Each activity has the following information:
    • Task (for example, Review)
    • Status (for example, Reviewing)
    • Workgroup (for example, Reviewer)

    By default, Inspire provides the following activities:

    • Write
    • Review
    • Edit
    • Approve
    • Publish

    You can create your own activities in a workflow if necessary.

Inspire defines these parts of the workflow for you:

Tasks Workgroups Status

In the default topic workflow, you must complete these tasks in this order:

  1. Develop Topics
  2. Review
  3. Approve
  4. Produce Deliverable

You use these workgroups to identify users with a common skill or job title.

  • Writer
  • Reviewer
  • Content Owner
  • Publisher
 Each activity has it's own value. For example, if a topic is in the Write activity, it could have a status of Writing.

You can create new activities if you need more steps.

You can change the task order in the workflow if necessary.

The activity must be completed before Inspire moves the workflow to the transition.

 Workgroup participants complete activities in a workflow.

You can create your own workgroups.

You can assign workgroups to an activity to identify who needs to complete the work.

 You can define your own Status when you create a new Activity.

You assign these details to the pre-defined content development workflow:

Participants Components
  • Workgroup participants are chosen from the list of users included as a project participants.
  • You can add one or more participants to each workgroup.
  • The same participant can be added to multiple workgroups.

You can specify:
  • Existing components you want worked on.
  • All components in the project.
  • None and let the workgroup create their own.