The Workflows Dashboard lays out a top-to-bottom flow of steps that a Pub will move through in a Community from submission to publication. Workflows are made up of Stages, a step in a Community's publishing process, where Pubs can be acted upon.
Similar to the All Pubs Dashboard, the Workflows Dashboard displays a list of Pub Cards, organized by Stage.
Each Stage is listed by Name, along with the number of Pubs currently in the stage. Below, up to three Pubs appears on a Pub Card in the list, which includes:
- the Pub Type
- the Pub Title
- Contents. If selected, Contents will expose a list of related Pubs by title. If a Title is selected, the user will be redirected to the corresponding Pub Details page.
- A Move Action, allowing a user to move the selected Pub to a different Stage
- Any Actions that can be taken on the Pub
Selecting the title of a Pub on a Pub Card will take users to the Pub Details page. To make changes to a Pub, select the vertical three-dot menu to the far right of the Pub Card.
If four or more Pubs are in a Stage, a link to the Stage Details Page appears below the final Pub Card. Select See all pubs in stage to visit the Stage Details Page. There, users can view all Pubs in a given Stage.
Stage Details
A Stage Details page provides an overview of a Stage, Pubs in that Stage, and information for managing the Stage.
To edit Stage Settings, select the Edit Stage Settings button in the upper-right corner. This button brings a user to the Stage Settings in the Stage Editor.
Stage Editor
To make changes to the flow of the Workflow, access the Stage Editor from the panel.
The Stage Editor is a graph-based view of the stages and workflows in the Community. Admins can use the Stage Editor to
- configure and manage Workflows
- configure and manage Stages
- configure and manage Actions at the Stage level
- configure and manage Pubs at the Stage level
To create a new stage, select via File > New Stage, or right-clicking anywhere blank on the screen and selecting New Stage, or via the keyboard (Control+N).
Stages can be manipulated by selecting and dragging across the screen. Stages can be connected by selecting the black dots on either end of the stage. When selected, a plus sign should appear, and can be dragged to a black dot on another stage. Once connected, a line will form between the two Stages. To delete a connection, select the line and either right-click and select Delete, or Delete via keyboard.
Stages on the Stage Editor will display the Stage Name, followed by the number of pubs, number of actions, and number of members, in that stage. Stages can be configured by selecting the gear icon at the far right of the Stage. When selected, a right panel will appear with additional information about this Stage.
Managing Stages
When a Stage is selected, the right panel appears with four tabs: Overview, Pubs, Actions, and Members. Users can use the tabs in the panel to configure aspects of the Stage within the publishing workflow.
Overview
The Overview tab allows users to edit Stage configurations.
- Stage Name: This name will appear on the Workflows, Manage Workflows, and as the stage for any associated pubs.
- Stage Management: Users can select the Delete this Stage button to remove the Stage from the Community.
Pubs
Pubs in this panel tab are listed in order of creation, oldest to newest.
If any actions are available for this stage, the Run action button will appear to the right of the Pub Title. Selecting the Run action will open a dropdown menu with all available actions to select. Once an action is selected, a popup will appear to allow users manually run the action. Once the action runs, a pop up will appear in the lower right corner to let users know whether the action was successful.
Selecting the vertical three-dots menu to the right of the Pub Title will allow users to edit or remove a pub directly from this Stage.
Pubs can also be created directly at the stage via the Create button in the upper right corner.
Actions
The Actions panel tab displays all available Actions that can be taken on a Pub in that Stage. Actions are configured on specific Stages via the Actions tab of the Stages panel. Actions can be triggered manually (by an Administrator on a specific Pub) or automatically (by a Rule on any Pub in that Stage).
Currently, there are three Actions available in PubPub Platform:
- email: Send an email to one or more users
- http (alpha): Make an arbitrary HTTP request
- move: Move a Pub to a different stage
Users can add an action to a stage by selecting Add an action and selecting from the pop up list.
Once an action has been added, it will appear in the Actions tab.
Configuring Actions
Learn more about Actions and the configuration requirements on the Actions page.
Members
The Members tab displays a list of Members of the community who have access to that Stage. Members listed in this tab will have access to all Pubs in that Stage, with view, edit, or total access depending on the role selected.
To add a new member to a stage, select Add Member.
In the pop-up, enter the email address of the person to add as a member.
If the email address is associated with a member of the community, the member will appear with their full name, email address, and default community role.
Select the stage-specific Role from the dropdown menu (admin, editor, or contributor).
- Admins can do anything.
- Editors are able to edit most things
- Contributors are only able to see forms and other public facing content that are linked to them.
Select Add Member to add member to the Community.
If the email address is not associated with a member of the community, users can enter the new member's full name.
Select the stage-specific Role from the dropdown menu (admin, editor, or contributor).
- Admins can do anything.
- Editors are able to edit most things
- Contributors are only able to see forms and other public facing content that are linked to them.
Select Invite to invite the member to the Community and add them to this Stage.
