Use this workflow to create a new webpage.
Users needed for this workflow: Initiator, Digital Team, Brand Team, Stakeholder(s) & final approver
There are three sections to creating and completing this workflow:
- Creating the Sites Creation Workflow
Created by the initiator - Reviewing the page
Completed by the final approver - Completing the Sites Creation Workflow
Completed by the initiator
Creating the Sites Creation Workflow
Created by the initiator
Step 1
Decide where your page should sit within the site structure.
Navigate to the folder where you want to add your page.
Step 2
Click on the blue 'Create' button in the top right hand corner of the page.
In the dropdown presented, select the 'Page' option.
Step 3
In the selection page that displays, select the appropriate template for your page. View the Template training page for a full list of page templates and what they should be used for.
Select the blue 'Next' button.
Step 4
You will be presented with the page properties.
Fill in the the 'Meta-data', 'Review' and 'Images' tabs with the correct data.
Use the Template training page to see what properties to fill in and what they mean.
Once complete, select the blue 'Create' button.
A popup will display confirming you have created the page. It will ask if you would like to open the page or close the pop-up. Select 'Open'. This will open your page in a new tab.
Step 5
Build out your page. Your page will have a default layout to help you.
Use the Component training page to help you build out your content. If you need further help, message the Digital Team.
Please note: Pages are now using responsive layouts. Please ensure your page has been amended for tablets and mobiles. Send your page for a Digital Review if you would like your page reviewed.
Step 6
Once you have finished building the page, 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 7
In your inbox, you will have a task assinged to you. This task is called 'Sites Creation 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 8
You will be presented with a declaration.
You must confirm that you have built your webpage and it aligns to the Brand and Digital guidelines.
Tick the box and select 'Submit'.
Step 9
Back in your inbox, you will have another task assinged to you. This task is called 'Review selector task'.
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 10
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.
Select the next level of review/approval of your page - You have the option to select if your page needs a Digital review, Brand review, Stakeholder review or can be sent directly to final approval.
There will be a different form per review/approval step.
Digital review
Select the Digital review option to send your page to the Digital Team to check your page for page layout (columns), component build, accessibility and responsiveness.
You will have the option to add a comment for the Digital Team.
Brand review
Select the Brand review option to send your page to the Brand Team to check your page content tone of voice, imagery approvals and colours/branding used.
You will have the option to add a comment for the Brand Team.
Stakeholder review
Select the Stakeholder review option to send your page to selected stakeholder groups to check page content. Follow steps in the Stakeholder Review Workflow for guidance.
Final approval
Your page must go through a final approval review once all reviews have been completed (if necessary).
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 page
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 page, 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. To review the pages properties, select ‘Properties’ in the top menu bar.
Review the page and its properties.
IMPORTANT!
DO NOT edit the page itself. This is to review the existing content only. If changes are needed, you will have the opportunity to feedback changes to the requestor.
As part of this workflow, you will be able to amend the expiry date given by the initiator.
Step 9
Once you have reviewed the page, 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.
Approval status - Select the correct response for the review.
- Approved
You have reviewed the page and you have approved it as is. - Rejected
You have reviewed the page but cannot approve it without amendments.
If you have approved the page, you will be relayed the expiry date given by the initiator.
Change expiry date - Select whether you are happy with the expiry date.
- Yes, I want to change the date
- No, I agree with the date suggested
Expiry date - If you have selected that you want to change the date, select the correct expiry date. The expiry date cannot be set to a weekend, or on a known Bank Holiday.
The expiry date should also be set to 11:00am. We set this to 11:00am as this is within our core working hours and someone will be available to support if a page expires uniintentionally.
Comments/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.
Upload final approval checklist - Upload your final approval checklist. If there are more than one checklists, zip them together and upload.
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 Sites Creation 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.