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Configure Publishing Workflow Automation Rules

Users can streamline and automate content management further by means of an additional feature, Publishing Workflow Automation Rules. Conditions of a rule can be executed either on schedule or upon a Stage change.  

NOTE: The ability to configure Publishing Workflow Automation Rules is controlled by the ENABLE_PUBLISHING_WORKFLOW_AUTOMATION_RULES System Variable.

1. Enable Variable

Access Admin > System > System Variables

  1. ENABLE_PUBLISHING_WORKFLOW_AUTOMATION_RULES: Set to "Y".
  2. [Commit Changes]

2. Add Automation Rule

Access Content > Publishing Workflows > Publishing Workflow Name Link

  1. [+ Rule]
  2. Rule Name: Enter a descriptive phrase.
  3. [Save]

3. Define Details

  1. Type: Select how the rule is to be executed:
    • Scheduled: specify how often the rule will check the Condition that will trigger Actions. NOTE: The Condition must be specified for the Rule to be triggered.
    • On Stage Change: specify Stages between which a change will trigger Actions
  2. Actions: Specify one or more for the system to execute:
    1. Assign Workflow Stage;
    2. Assignee;
    3. Certification set to;
    4. Search Visibility;
    5. Homepage Visibility;
    6. Custom Script;
    7. Custom Fields: Only three types of values are available, so select the corresponding Custom Field names:
      • User: Sets the user who changes Stages as the Value. This applies only if the Automation Rule is set to run on Stage Change.
      • Current Date: Sets the date on which the Rule executes the Action as the Value.
      • Text: Sets the text that you enter in the text box as the Value.
  3. Limit by: If needed, narrow down the list of Elements on which Actions will be performed based on Data Source or Category.
    • [+Add] the required Data Sources or Categories.
  4. [Save] all changes.