The Statuses (Content -> Workflow -> Statuses) page displays all the possible statuses of static documents and the information block elements. Statuses are used to break the document work chain into several stages, for each of which a single user or a group of users is responsible. Status #1 is the final status in the workflow chain; it is reserved and cannot be deleted. When the document obtains the final status, all the changes take effect, and the document gets published.
This form is used to find the document statuses matching the specified criteria.
|ID||The status ID (can be separated with a comma).|
|Active||Specifies to display only active or inactive statuses.|
|Title||The status title.|
|Description||Finds statuses by their description.|
|Documents||Specifies to display statuses by the number of documents currently in these statuses. Number of documents can be specified both as a range and as a single number.|
To enable the filter, click Set filter; to disable it, click Cancel.
|Add||Opens a form in which you can create a new status.|
|Excel||Exports data from the table to the MS Excel format.|
|Selects statuses to which the desired actions or rules are to be applied.|
||Actions on the status:
|ID||The status ID.|
|Modified||The date the status was last modified.|
|Active||Indicates the status is active. Inactive status cannot be applied to documents.|
|Sort.||The status sort weight. Defines the position of the status in lists.|
|Title||The status title.|
|Documents||Displays the number of documents currently in this status. Link containing the number of documents opens the list of documents in this status.|
Assume there is a group of authors making articles for the site. There is also an editor-in-chief who is in charge of checking and publishing articles. To organize the workflow according to this scheme, you have to create 2 additional statuses:
Authors should be permitted to edit documents in the Draft status and assign the Ready status to them. The editor-in-chief should be entitled to edit these documents in the Ready status, as well as assign them the Draft status (to be revised) and status #1, Published (i.e. publish these documents).
The use of e-mail message templates allows to create and send an e-mail notification to a user automatically each time when the document status
changes. For example, messages about assigning documents the Ready status can be sent to the editor-in-chief.
To have an e-mail address inserted into a message automatically, following variables are to be used in the TO field of the e-mail template:
In case the Notify all users... checkbox is selected in the settings of the
current status, an e-mail message will be sent to all members of groups with the permission to edit the document in its current status (
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