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Gain greater control over your content with Workflows and Rules. By combining the two, you can take a fresh approach to content governance for improved content quality, streamlined production, and better collaboration among team members.

Rules give companies greater control over their publishing process through flexible publishing permissions and stage requirements. With Rules, companies can set specific criteria for publishing content entries or for moving them through the Workflow process. Example Workflows include:

  • Only allowing users who have a custom role of Editor to approve a content entry for publish.
  • Only permitting a specific user to publish when the locale is English for an English Content workflow.

Workflows give you a way to create a structured content creation process within the platform. You can define and manage stages, roles, and responsibilities that align with your company's internal processes.

An example of a Workflow might be a Blog Workflow with Stages of Draft, In Progress, Ready for Review, and Completed.

When you set up a rule, it applies to all content within the defined stages, which helps maintain compliance with internal guidelines throughout the content creation process.

By using Rules in combination with Workflows, companies can ensure that content is created, reviewed, and published in accordance with internal guidelines and standards.

  1. To create a new Rule, go to Settings.
  2. Go to the Content Governance tab.
  3. Click Rules on the left.
  4. Click the + New Rule button to define a new rule for your content process.
  5. Give your Rule a name and a description that will help team members understand its purpose and scope.

Within the Create Rule dialogue, you can:

  • Select which specific users and roles may grant approval for this specific rule.
  • Apply this Rule to specific locales and models.
  • Optionally, you can open Show Advanced to add specific validations that will be applied to content entries for this rule.
  • Enable or disable the Rule.

By implementing Workflows, you can streamline your team's content creation process and ensure that content is produced in a consistent and structured way.

To create a new Workflow:

  1. Go to Settings.
  2. Go to the Content Governance tab.
  3. Click the + New Workflow button.
  4. Name your Workflow.
  5. Leave the toggle set to the on position for Apply Workflow to All Models or toggle it off and select the models for this Workflow.
  6. Add Stages to your Workflow.
  7. Select a color for the Stage if desired.
  8. Apply any Rules you've previously created to the Workflow.
  9. Specify the Workflow Owners.
  10. Click the Create button.

The video below shows this process.

Each stage represents a specific step in the content creation process, such as ideation, drafting, editing, and approval.

Assign roles and responsibilities to team members for each stage. You can assign individual users or a role to a single stage for who is allowed to move a stage and who is allowed to edit content in the specific stage.

Optionally, you can apply a Rule to the specific stage to requirements to move from this stage and publishing rights for the content entry.

  • Better support for localization (coming soon): The content API will provide improved support for localization, including querying based on localization features.
  • Support for multi-level nested references (coming soon): The content API will allow you to query, resolve, and return content that has nested references of other contents and symbols.
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