Start a topic workflow from the Selected Component's panel

If you want to start a content development workflow by first selecting the project components you need to include, you can start the workflow from the project's Selected Components panel. Then you must select the template that contains the process you want to use. Finally you add the due dates, and assign the initial task.

Tips and tricks

  • The option to start a workflow from the Selected Components panel is also available in the Component's Browser.
  • Inspire checks to see if the component(s) you want to add are in another assignment, project workflow or review workflow. You see warnings if a component is already in use. If you want, you can close the warnings and create the assignment or workflow anyway.
  • You can edit the default topic workflow template or save a copy to update it so that it reflects your unique business workflows.

This option to create a workflow from the Selected Components panel can only be used to create a Topic workflow. It cannot be used to create a Sequential Reviewer workflow.

Required permissions

To create, view, update, and delete workflows you must either be an Administrator, the project Owner, or have the following permissions:

To work with Review workflows, you also need:

  • Create, read, update, and delete permissions to the Reviews module.

To start a topic workflow from the Selected Component's panel:

  1. From the top menu bar, select Projects.
  2. On the Project Management tab, find the project where you want to start a workflow.
  3. To open the project, do one of the following:
    • Double-click in the project's row.
    • Right-click in the project's row and select Open.
    • Go to the end of the project's row, click the Options menu, and select Open.
    Results: The project dashboard opens.

  4. To start a workflow by selecting the components you need to include:
    1. In the Content pane, select the checkbox for the components you want to include in the topic workflow.

      Results: The components are listed on the Selected Components panel.

    2. In the Selected Components panel, go to the toolbar options and select Start Workflow.

      Results: The Start Workflow screen opens.

  5. On the Start Workflow screen:

    1. Select Topic Workflow or a topic workflow template that you customized.
    2. Click Next.

      Results: The Project Workflow: Topic_Workflow screen opens.

  6. On the Project Workflow: Topic_Workflow screen, in the Workflow Details section:
    1. In Workflow Name, by default the prefix includes the template name. You can do any of the following, making sure to use 50 characters or less:
      • Add a word or phrase after the prefix that uniquely identifies the workflow you are creating.
      • Delete the prefix and enter your own title
    2. By default, the Workflow owner is set to your user name.

      You cannot change this setting.

    3. If the template you selected includes Duration times for any of the activities, those times are added up and used as the default value in Due By. You can do one of the following:
      • Add more time by extending the due date out
      • Add a new due date if there is no default
      • Leave this value blank

      Optionally, you can set a time for the deadline. After selecting the date, select the checkbox that follows it and then select a time from the list.

  7. On the Project Workflow: Topic_Workflow screen, in the Initial Task section:

    A Task can be configured as claimable.

    • If it is, after Task, you see that label (Claimable).
    • If a Task is Claimable, the user you select in Assign To is notified to start the work. However, all other users in the Assign To list receive a notification and can become the assignee if they claim the work before the user you select.
    1. For the first Task, select an activity. In the default Topic workflow template provided by Inspire, this is the Develop Topic(s) activity.
    2. In Assign To, select a project participant who you want to complete the work.
    3. If the template you selected includes Duration times for the selected Activity (Task), that time is used as the default value in Due By. You can do one of the following:
      • Add more time by extending the due date out
      • Add a new due date if there is no default
      • Leave this value blank

      Optionally, you can set a time for the deadline. After selecting the date, select the checkbox that follows it and then select a time from the list.

    4. Optionally, you can enter a Description of the entire task.
    5. Optionally, you can enter a Note to the user to include additional guidelines such as what needs to be completed before the task is done.

      After you create a workflow, you see more tracking details by reading the notes users leave when completing a task. For more details, read Understand workflow notes and statuses.

  8. On the Project Workflow: Topic_Workflow screen, in the Components section:

    If you are developing new topics that haven't been created yet, you can leave the Components section blank.

    1. Click Add Components.
    2. On the Select Project Components screen, select the checkbox for any project component you want to include in the workflow, and then click Select.

      Notes:

      • The components can be used at any step of the workflow, not just for the initial task.
      • New components can be added during a workflow activity.
      • Inspire checks to see if the components you want to add are in another assignment, project workflow, or review workflow.
        • You see a warning if a component is already in use.
        • If you want, you can close the warnings and create the assignment or workflow.
    3. Optionally, to remove one component from the list, select the Options menu and then select Remove.
    4. Optionally, to remove all components from the list, click Clear All.
  9. On the Project Workflow: Topic_Workflow screen, at the bottom click Start.

    Results: Your workflow is created and you can see an assignment in the Assignments pane. All participants you added to the workflow can be viewed in the Participants pane.

    If you try to assign work to a participant who doesn't have access to the component, you will see the following error.

    This workflow has one or more permission problems. It is recommended to cancel the workflow, correct the permissions, and then restart it. The assigned user "Jane.Doe@MyCompany.com" does not have permission to access the following components: PrivateConcept.

    • The error tells you the name of a user included in the workflow. It may not be user who needs the permissions, so you have to check each participant's permissions to the restricted component.
    • The warning tells you the name of the restricted component.
    • The Workflow is still started. You can change the permission, participant, or the component to resolve the conflict.
    • For details on how to set permissions, refer to: Set permissions.