Define workflows

1. Navigate to Administration » Workflow.
2. Click Define a workflow.
3. In Workflow type radio button group, perform one of the following and click Continue:
   • Approval before publishing
     This workflow inserts one intermediate step of approval between the standard lifecycle workflow of creating and publishing. In this case the lifecycle consist of creating, approving, and then publishing a content item or page.
   • 2 levels of approval before publishing
     This workflow inserts two intermediate steps of approval between the standard lifecycle workflow of creating and publishing. In this case the lifecycle consist of creating, first level of approving, second level of approving, and then publishing a content item or page.
   • No approval workflow
     This workflow does not establish an approval process. It represents the default workflow behavior in Sitefinity CMS - Create Publish. You can use this workflow to exclude a specific site from another workflow definition.
4. In Name input field, enter a name for the workflow.
5. In Set approvers section, click Add roles or users button.
   The Select roles or users window appears. Under Roles tab, the system displays all available roles, under Users, the system displays all created users.

   IMPORTANT: Make sure that the users set as approvers have permissions to create and modify the respective content.

6. Select one or more Roles or Users that will have the right to approve content items or pages and click Done selecting.

   NOTE: The Administrators role is set as approver by default. It is not displayed in Select roles or users.

   You can delete selected roles or users using  button.

7. To add more roles, click Add roles or users button again and perform Step 6.
8. Choose how to send notifications.
   Select any of the following:
   • Notify users by email when an item is waiting for their approval
     If you select this checkbox, every time an item or page is set in status Awaiting approval, all users assigned as approvers will receive a notification via email.
   • Send email to list of email addresses
     If you select this checkbox, you can specify a list of emails. This means that people from this list will receive a notification. This list may contain the emails of people with all kind of roles.

   PREREQUISITE:In order for the system to be able to send emails, you must configure the Default notification profile. For more information, see Administration: Configure notification profiles.

   NOTE: If you have chosen 2 levels of approval before publishing checkbox, the system displays Set approvers for Level 1 and Set approvers for Level 2 sections. In both sections you perform Step 5 to Step 8. You can choose different roles or users to be approvers on each level.

9. In Scope section, define where the workflow applies, by selecting one of the following:
   • Site
     • All sites
       The workflow applies to all sites. When you create a new site, it is automatically added to the workflow.
     • Selected sites
       Select the checkboxes of the existing sites where you want to apply the workflow.
   • Language
     • All languages
       The workflow applies to all languages.
     • Selected languages
       Select the checkboxes of the existing languages, which you want to apply the workflow to. If you have selected specific sites, the list of languages in the selector is updated with the languages added to the selected sites.
   • Content
     • All content and pages.
       The workflow applies to all pages and all created content items, except Forms. This includes also any dynamic modules, created with the Module Builder. The workflow does not apply to categories, tags, and other classifications.
     • Selected only
       Select the checkboxes of the content items or pages, whose lifecycle you want to change. Content list is not filtered by site. All content types in the system are visible in the content selector.
10. Choose who can skip the workflow.
    Under Who can skip the workflow section, you have Administrator and the Approvers selected by default. This means that they do not have to go through the workflow when creating or editing a page or a content item. Approvers depend on Administrator. When you have selected Approvers to skip the workflow, the same behavior is automatically applied to Administrators.

    NOTE: For Second level of approval workflow, the approvers for the first level are not able to skip the workflow. In this case, only the Administrators and the Approvers from the second level are allowed to use the standard workflow.

11. To apply the workflow, select Activate workflow immediately.
    The workflow becomes active immediately after you save it.