In censhare, you can define different workflows according to your processes for different types of assets. Workflows indicate the progress of a task or the status of an asset. They are a universal tool available for all asset types.
Context
Workflows can be assigned to any asset type. Depending on your system configuration, there can be specific workflows for certain asset types.
Prerequisites
Depending on your system configuration, when you create an asset a workflow can be assigned automatically. In this case, you can proceed to selecting a workflow step. By default, no workflow is assigned to an asset. To manage and edit workflows, you have to assign a workflow to an asset first.
Introduction
Assets can have a workflow assigned to them. Workflows can be defined according to your processes for different types of assets. This is done in the censhare Admin Client. When creating or editing an asset, you can select one of the available workflows defined for this type. For each workflow, a sequence of workflow steps and workflow states are defined. Workflow steps represent steps and transitions of a determined process. For example, an "Article" asset transits from "created", "in progress", "in review", "approval" to "finished".
Each workflow step can be assigned to a default target. This can be a user or a group. This ensures that an asset in a workflow is never unassigned. When an assigned user completes a workflow step by clicking the DONE button in the workflow widget, the asset passes to the next workflow step and is automatically assigned to the default user.
Besides these workflow steps, there are workflow states that reflect the workflow steps in a more generic way. Different workflows with different steps can be mapped to the same workflow states. They are used to give a fast overview of the status of an workflow. Workflow states cannot be selected, they are set automatically in conformance with the workflow step. As a user, you select a workflow step when an asset has been assigned to you. The corresponding workflow state allows then, for instance, that a project manager monitors the overall state of the project.
Select workflow and workflow step
In censhare Web, there are several ways to select a workflow and set a workflow step to an asset:
In the "Create asset dialog" (available from censhare 2018.2) - When you create an asset, you first have to select an asset type in this dialog. The dialog then expands and shows the asset properties that can be defined. The field "Workflow" contains a drop-down list with all available workflows for the selected asset type. As soon as you have selected a workflow here, the field "Step" is displayed where you can select a workflow step. In the field "Assigned to", select the user to work with this asset.
In the "Workflow" widget - This widget is shown in the "Details" tab of each asset. If no workflow has been assigned yet, the widget is empty and shows the "+" button. Click on it to assign a workflow. If a workflow has been assigned to the widget, the workflow, workflow step and assigned user are shown here. To edit the workflow data, open the dialog of the widget.
In the "Edit multiple assets" wizard (available from censhare 2018.2) - In the wizard, in the step "Choose dialog groups" select "Workflow". Click NEXT and enter the desired values in the fields "Workflow" and "Assigned to". Be aware that only assets with the same workflow options can be edited here.
The approval workflow
Besides the custom workflows that are available in your system, censhare provides a simple approval workflow that is available in the default configuration. This workflow is associated with the "Approval task" in the task management.
The workflow widget
When you create a new asset, you can assign a workflow in the "Create asset dialog" or do it later. If no workflow and no user have been assigned yet, the widget is empty and shows the "No workflow defined" caption. Below this a button allows you to directly access the workflow dialog:
Icon | Meaning |
| Edit workflow data |
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If the workflow data have been edited, they are displayed in the widget. In this case, you can access the workflow dialog by clicking the "Edit" button in the widget toolbar:
Icon | Meaning |
| Button: Edit |
Edit workflow data
In the workflow dialog, you can edit the following data:
Field | Description | Remarks |
|---|---|---|
Workflow | This field sets the actual workflow for the asset. Select a workflow from the drop-down list. Only after this step, the field "Step" is shown. | Available workflows may vary according to the asset type. The "Approval" workflow is available by default in censhare and assigned automatically if you create an "Approval task" asset. Workflows are defined in the Admin Client. If you have questions please contact an administrator. |
Step | This field is only shown after you have selected a workflow in the Workflow field. Each workflow consists of several steps. Select the step that reflects the current state of the task or asset you are working on. Workflow steps are mapped to workflow states. These are set automatically and do not have an input field. After saving your changes, the state is shown as well in the widget. | |
Assigned to | Select here the user who is in charge for the task, asset or the current workflow step. Additionally, you can set a deadline in the Deadline field. Tip: To assign an asset to yourself, just click on the | You can assign an asset to a user, set a deadline and enter an annotation without selecting a workflow. If a default user or group is configured for workflow step, it is assigned automatically unless you select a different user or group. |
Deadline | Enter a deadline for the workflow or the current step. This is shown in the "My tasks" page of the assigned user. If no user has been assigned, the deadline has no effect. | |
Annotation | You can add here additional information about the task or the work to be done in the current workflow step. |
Complete a workflow step and proceed
If an asset has been assigned to you with a workflow and workflow step, you are expected to complete this step and then proceed to the next one.
Remember: assets can be assigned to you without a workflow.
censhare assumes that after one step has been completed, another user will continue working on the asset (although it might be you as well). However, when you complete a workflow step, the asset will automatically be unassigned from you and assigned to the default user or group.
To complete a workflow step, click the DONE button in the left bottom corner of the Workflow widget.
Button | Meaning |
DONE | completes the current workflow step and proceeds to the following |
When you click the button, a dialog will be shown where you can enter an optional comment. For example, describe here your work or leave some comment for the user who is taking care of the asset in the next workflow step. Confirm by clicking SAVE. The asset is now assigned to the default user. To select another user, open the edit dialog of the widget and select one from the list.
Result
You have selected a workflow and workflow step, a user and a deadline for an asset.