Add the Create Approval Action

The Topic Workflow template Inspire provides includes an Activity for approving content. By default, the Transition from the Review Activity to the Approve Activity is completed manually by the user in the Reviewer Workgroup. To automate the approval process, you can add an Action to have Inspire send notifications to confirm components to be included in the approval screen.

You must have permission to work with workflow templates.

  • By default, only users with the following permissions can create project workflows and assignments:
    • Administrator permissions
    • Access to the Project Module with the Create permission
  • Even if you don't have these permissions, you can be granted a special permission to create workflows and project assignments after a project is created.
  • Users must be project Participants to start a project workflow.
  • Non-admins users assigned to an approval task must be added to the Content Browser's can_approve module property. Follow the steps in: Control who can approve components.
  • The Create Review activity must be assigned to a workgroup of users that are review coordinators.
  • The Reviewing activity must be assigned to a workgroup of users that have reviewing permissions.

Tips and tricks

  • This automated Action is only available in a topic workflow template (not a sequential reviewer template), or a completely new workflow template component.
  • Inspire opens the Approval screen for the approver.
    • Referenced components are not displayed on the screen and can't be selected individually during the approval process in a workflow.
    • The approver is prompted: "Do you want to include referenced components of the workflow components for approval? Components tagged with ApprovalNotRequired will be skipped."
  • An Action is unique to the template it's included in.
  • If you want to use the new or updated Action in a different template, you have to re-create it in that specific template.
  • After you add this new Action to the provided template or a custom template you've created, you can use it in a workflow transition.

Before you begin

To add a Create Review action to a topic workflow template:

  1. Click Components.
  2. In the Folders pane, select Workflows.
  3. In the Components pane, select a workflow.
  4. In the workflow editor toolbar, click Actions.
  5. On the Action Management screen, click Create.

  6. On the Create Action screen, in Name, enter the following string of characters exactly: InspireCreateApproval.

    Important notes:

    • Do not use any spaces
    • Make sure to use capital letters for Inspire, Create, and Approval
    • If the string is not entered exactly as shown, Inspire will not be called to send notifications or open the Review Approval screen
  7. In Description, do one of the following: you can leave it empty or enter the following text:
    • Leave it empty
    • Enter the following text: System action to send an email notification to each workgroup user assigned to the previous activity to confirm the inclusion of referenced components.
    • Enter your own text
  8. To save your changes on the Create Action screen, click Create.
    Results:
    • You can see your new action on the Action Management screen.
  9. To save the list of actions, on the Action Management screen, click Save.