Use this workflow to deactivate or archive a webpage or an asset on AEM.
Users needed for this workflow: Initiator & final approver.
There are three sections to creating and completing this workflow:
- Creating the Deactivate/Archive Workflow
Created by the initiator - Reviewing the page
Completed by the final approver - Completing the Deactivate/Archive Workflow
Completed by the initiator
Creating the Deactivate/Archive Workflow
Created by the initiator
Step 1
Select the item that you want to deactivate or archive.
Step 2
Click on the '+ Create' button in the top left hand corner of the page.
In the dropdown presented, select the 'Workflow' option.
Step 3
In the pop-up that displays, there are two elements to fill in.
Firstly, the 'Select Workflow Model' field.
Select 'Aegon Deactivate/Archive Workflow' from the dropdown options.
Secondly, the 'Enter title of workflow' field.
Fill this field in with your initials and a brief overview of your request. If there are any external source references that apply, please add these in.
For example: RGO - Deactivating TYE webpage
Once both fields have been filled in, select 'Start'.
You will be presented with a warning pop up - You are going to trigger Aegon Deactivate/Archive Workflow workflow on 1 asset(s). Please confirm to proceed. Check that you have selected the correct workflow and only on the one item. If correct, select 'Proceed'. If incorrect, select 'Close'.
Step 4
Once created, navigate to your AEM inbox (bell icon in the top right hand of your screen).
You will continue this workflow in your AEM inbox.
Step 5
In your inbox, you will have a task assinged to you. This task is called 'Deactivate/Archive Workflow request'.
Highlight the task by selecting the icon next to the task name.
Once selected, select the 'Complete' option in the top left hand corner of the screen.
Step 6
You will be presented with a form in a pop-up.
At the top of the form, you are relayed the page file name. Check if this is correct. If this is incorrect, please contact the Digital Team to cancel this workflow.
If correct, fill in the rest of the form.
Removal type - Select the type of deactivation for your item.
- Deactivate (temporary) - This will remove the item from the live site but will keep it in AEM for future use.
- Archive (permanent) - This will remove the item from the live site as well as AEM.
If the item is archived but needs recovering, message the Digital Team.
Reason for removal - Add a brief reason as to why this item is being deactivated/archived.
You will be told how many references your item has within AEM.
Have you checked all references to this item? - All references must be removed before this item can be deactivated/archived. You will not be able to proceed if there are references.
Final approver - Select the final approval group you would like to send your page to. The list is driven by the FP status given to the page. There will be two options: Final approvers (full accreditation) and Final approvers (quality control) (users in training for their accreditation).
Preferred approver - Select a specific user from your final approval group that you would like to review your item.
Request due date - Select the date you want the stakeholders to reply to your request by. You cannot select a weekend.
Priority - Select the priority for your request. All requests will be completed in prioirty order.
If your request is critical, you must follow this request up with a Teams message to the final approver/Digital Team.
Publishing type - Select when you want the page to be published.
- Publish immediately
This will publish the item as soon as you select 'Submit' - Scheduled publish
You will have the option to select the date and time the item should go live.
Scheduled date - Select the date and time you want the item to go live. You cannot select a weekend. If the item must go live on a weekend, please message the Digital Team.
Upload final approval checklist - Upload your final approval checklist. If there are more than one checklists, zip them together and upload.
Additional comments (optional) - If you have any information that will help the final approver during their review, you can add it in this field.
Once you have filled in the form, select 'Submit'.
A final approval request has been sent to the selected final approvers group.
Reviewing the item
Completed by the final approver
Step 7
All members of the selected final approvers group will receive the 'Final approver review task' task in their AEM inbox. This task will include any comments added by the initiator.
If you are available or the initiator has asked you specifically to pick this up, go into your AEM inbox and highlight the task by selecting the icon next to the task name.
Once selected, select the 'Delegate' option in the top menu bar. Assign this task to yourself.
Step 8
To review the item, highlight the task in your AEM inbox and select the ‘View payload’ option in the top menu bar.
The page will open in a new window.
Review the item to confirm it can be deactivated/archived.
IMPORTANT!
DO NOT edit the page itself. This is to review the existing content only.
Step 9
Once you have reviewed the item, you can respond to the initiator.
In your AEM inbox, highlight the task by selecting the icon next to the task name.
Select the 'Complete' option in the top menu bar. This will present a pop-up with a form for you to fill in.
You will be relayed the number of references to the item.
Approval status - Select the correct response for the review.
- Approved
You have reviewed the item and approve the deactivation/archive.. - Rejected
You have reviewed the item but do not agree the item should be deactivated/archived.
Comments for approval/Reason for rejection - For each approval status, you have the option to add comments back to the requestor.
For the Rejected' status, the 'Reason(s) for rejection' field is mandatory. You must add details of why the asset was rejected.
Attach evidence (optional) - For each status, you have the option to add any attachments to back up your status. For example, if amendments are needed, attach mark ups.
Once filled in, click 'Submit'. This response has gone back to the requestor.
Completing the Deactivate/Archive Workflow
Completed by the initiator
Step 10
In your AEM inbox, you have a 'INFO - Final approval task complete' task assigned to you. This task will include the response from the final approver and any comments added.
Review the final approvers response to confirm next steps.
If the final approver has added an attachment, highlight the task by selecting the icon next to the tasks name. Select the 'Select the report type' dropdown in the top menu bar.
In the dropdown presented, select the 'Workflow report'. This will open a report in a new window.
Add the page path and hit 'Enter'. This will display the final approvers response and will include any attachments added.
Step 11
Once you have reviewed the final approvers response, highlight the task by selecting the icon next to the task name.
Select the 'Complete' option in the top menu bar. This will present a pop-up.
In this pop-up, you have the option to add a comment if required.
Click on the 'Complete' button.
This workflow is now complete and has closed.