Add the InspirePublish action to a transition

To automate the publishing process, you can add an Action called InspirePublish to a transition in a workflow template. This Action tells Inspire to automatically check how many components are included in the previous Activity (such as Approve components) and take an action.

Required permissions

You must have permission to the Projects Module to work with projects and workflows.

However, keep in mind that administrators and other users can set permissions on components and folders.

  • You must have permission to edit the workflow template component.
  • You must have folder permissions where the template is stored.
  • For details on how to check and set permissions, refer to: Set permissions

For a complete list of permissions, including starting a workflow from a template, read: Workflow permissions.

Tips and tricks

  • An Action is unique to the template it's included in. If you want to use the new or updated Action in a different template, you have to re-create it in that specific template.
  • In an active workflow, the InspirePublish action tells Inspire to check how many components are included in the previous Activity (such as Approve components) and take one of the following actions:
    • If there is one XML component, Inspire opens the Publish Component screen. The publishing job Name is prepopulated with the name of the component. The user must fill out the required fields and click Publish. You see a notification that the publishing job has been created.
    • If there is more than one XML component, Inspire opens the Select Project Components pane. The user can select the checkbox for each component they want to publish. When they click OK, Inspire opens the Publish Component screen. The user must fill out the required fields and click Publish. You see a notification that the publishing job has been created.
    • If there are no XML components, Inspire gives you an error message. The publishing job is not created, and the workflow does not advance to the next step.
  • If you want the workflow to advance and let reviewers (or users in the previous Activity's Workgroup) select referenced components to include in the Approval process, you can use the Inspire Approve Action (InspireApprove) instead. Follow the steps in: Add a Create Approval Action to a topic workflow template.

Before you begin

  • You must have already created the InspirePublish action. Follow the steps in: Add the InspirePublish action.
  • This automated Action is only available in a topic workflow template (not a sequential reviewer template), or a completely new workflow template component.
  • At least one component must be included in the active workflow for this automated action to complete successfully.

To add the Inspire Approve action to a transition, do one of the following:

Add the action to a new transition

Before you begin

To add the InspirePublish action to a new Transition:

  1. Click Components.
  2. In the Folders pane, select Workflows.

    You can save a workflow template to another folder. If you did this, open that folder instead of the Workflows folder.

  3. In the Components pane, select a workflow.

    The InspirePublish action is only available in Topic workflows or a completely new workflow template component.

  4. In the first Activity that you want to connect through a transition, go to the toolbar and select Create transition.
  5. On the Create Transition screen, In Name, enter Send for publication or another similar title.

  6. In From Activity, select the preceding step (such as Develop Topics) where you want to insert the automation of publishing components.
  7. In To Activity, select Publish or the name of the Activity you created for this purpose.
  8. In Action, select the InspirePublish option.

    If you don't see the option you need, Cancel out of this update and follow the steps in: Add the InspirePublish action.

  9. To save your changes, click Create.
    Results:
    • You can see your new transition with two lines: one line connecting it from the start activity; one line connecting it to the end activity.
    • To move your transition in the editor but not change the start and ending activities, click the transition's title bar, and when you see the move cursor, drag it inside the editor.

      The lines connecting the transition to the start end activities are re-drawn as you move the box.

Update an existing transition

  1. Click Components.
  2. In the Folders pane, select Workflows.

    You can save a workflow template to another folder. If you did this, open that folder instead of the Workflows folder.

  3. In the Components pane, select a workflow.

    The InspirePublish action is only available in Topic workflows or a completely new workflow template component.

  4. Select the transition you want to update, and in its title bar select Update transition.
  5. On the Update Transition screen, in Action, select the InspirePublish option.

    If you don't see the option you need, Cancel out of this update and follow the steps in: Add the InspirePublish action.

  6. To save your changes, click Update.
    Results:
    • Your transition changes are saved.
    • The changes are applied to all new workflows that are started using this template.
    • For workflows that use this template and are in progress:
      • If the Transition you are updating has not occurred yet, the changes will be applied when the workflow moves to the updated transition.
      • If the Transition you are updating has already been completed, the changes will not be applied.