Use this workflow to publish emergency content or fix a typo that doesn't need to go through approval.
Users needed for this workflow: Initiator
This workflow will be highly monitored by Compliance and you will be asked why the amendment has not gone through final approval if Compliance are not satisfied.
We have created three ways to view this guide:
There are three sections to creating and completing this workflow:
- Creating the Site Immediate Fix Workflow
Completed by the initiator - Amending the webpage
Completed by the initiator - Completing the Site Immediate Fix Workflow
Completed by the initiator
Creating the Site Immediate Fix Workflow
Created by the initiator
Step 1
Select your page or asset that you want to update and publish.
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 Site Immediate Fix 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 - Correcting typo in main heading (MOS 123456)
Once both fields have been filled in, select 'Start'.
You will be presented with a warning pop up - You are going to trigger Aegon Site Immediate Fix 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'.
Amending the webpage
Complete by the initiator
Step 4
Open the webpage that you need to edit.
Make your amends.
If you need any assistance, please check the Components section of the training hub, or contact the Digital Team.
Step 5
Once you have made the amendment(s), you must check the page in preview mode.
To do this, select the 'Page information' icon in the top menu bar (icon containing three lines).
In the dropdown, select the 'View as published' option. This will open a new window.
Check the page as it would look once published.
Once happy, close the page and navigate to your AEM inbox.
Completing the Site Immediate Fix Workflow
Completed by the initiator
Step 6
In your inbox, you will have a task assinged to you. This task is called 'Immediate Fix 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. You will be presented with a form in a pop-up.
Step 7
At the top of the form, you are relayed the webpage 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.
Modification type - Select what type of amendment you have made on the webpage.
- Small fix - typo
You have fixed a typo within the page only. - Minor content amend
You have made a minor amendment to a sentence or item on the page only. - Project amend
You have made an amendment as part of a project e.g. phone number change. - Emergency notification
You have added an emergency notification to the site e.g. Phone lines are down.
Reason/brief for modification - You must add a comment as to what your amendment was (e.g. fixed a typo - plaese to please) and a reason as to why it didn't go through final approval (e.g. amendment was made as part of a project - JIRA number 12345).
Compliance will monitor these comments and will contact you if not satisfied.
Attach evidence (optional) - If you have any evidence to back up your amendment, you can add it to this field. E.g. an email from IT or Compliance.
External Source Reference ID(s) (Asset ID, MOS, Jira, Other) (optional) - If you have a reference linking to this change e.g. a JIRA ticket number or a MOS number.
Declaration tickbox - Once you have amended the page and filled in the form, you must agree to a declaration:
I understand that my changes will be published with no approval checks once I have selected submit.
Once you have filled in the form, select 'Submit'.
Step 7
A task will be assigned to you in your AEM inbox called 'INFO - Immediate fix task complete'.
At the point, you must check the live site to ensure the item has been published.
Once you have checked the item, highlight the task by selected 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.