Stakeholder Review Workflow

Select your page or asset that you want to send for Stakeholder Review. 

Click on the '+ Create' button in the top left hand corner of the page.

In the dropdown presented, select the 'Workflow' option.

In the pop-up that displays, there are two elements to fill in. 

Firstly, the 'Select Workflow Model' field.
Select 'Aegon Stakeholder Review 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 - Investment landing page review (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 Stakeholder Review 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'.

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. 

In your inbox, you will have a task assinged to you. This task is called 'Stakeholder Review 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. 

At the top of the form, you are relayed the page/asset 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. 

 

Stakeholder type - Select the stakeholder type.

• All stakeholder groups
  This will display the option to send a review request to stakeholder groups via AEM (selected stakeholder groups apply), as well as upload stakeholder review responses which were completed outside of AEM. 
• Offline stakeholders only
  This will allow you to upload stakeholder review responses which have been completed offline (via email). 

 

Stakeholder groups - Select the stakeholder group(s) you want to send your item to. You can select as many groups as you need.

If the stakeholder group you need is not on this list, they will not have access to AEM. You will need to complete the remove offtime (via email). 

 

Preferred approver (optional) - Add the name of a member of the team you have selected who you would prefer to pick the item up. For example, if you have selected a team and you have already been speaking to a particular member of that team about the page, add in their name so the team knows who to delegate the item to. 

 

Offline stakeholder(s) - If you have completed a stakeholder response with a team outside of AEM but need that response recorded, add the stakeholder. You must enter in the stakkeholder name (individual or team), what their approval reponse was (approved, approved subject to amends or rejected), and add their approval email as evidence. 

You can upload only five offline stakeholders at a time. 

 

External Source Reference ID(s) (Asset ID, MOS, Jira, Other) (optional) - A reference number linked to this item e.g. a MOS number.

 

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 stakeholder.

 

Additional comments (optional) - If you have any information that will help the stakeholder during their review, you can add it in this field.

 

Once you have filled in the form, select 'Submit'.

Review requests has been sent to the selected stakeholder(s).

You will also receive a task in your AEM inbox called 'INFO - Outstanding stakeholder review tasks for request'. This task is to inform you of requests that are outstanding.

If there are stakeholder tasks which have not yet been responded to, this task will remain in your inbox. 

Once all stakeholders have responsed to your review request, this task will automatically be removed. 

 

 

If your team has been selected, all members of the team will receive the 'Stakeholder review task' task in their AEM inbox. This task will include any comments added by the initiator.

Once agreed in your team who will pick this item 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. 

To review the page or asset, highlight the task in your AEM inbox and select the 'View payload' option in the top menu bar. 

The page/asset will open in a new window. Review the item fully. 

 

IMPORTANT!

DO NOT edit the page or asset. This is to review the existing content only. If changes are needed, you will have the opportunity to feedback changes to the requestor. 

Once you have reviewed the page/asset, 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 stakeholder task' 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 item and you have approved the item as is. 
• Approved subject to amends
  You have reviewed the item and are happy to approve the item as long as some minor amendments have been made. 
• Rejected
  You have reviewed the item but cannot approve the page without amendments. 

 

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 amendments that are needed. 
If there are a large number of changes needed, mark the changes up in a document and attach to the form. Add a comment that you have added an attachment. 

 

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. 

Once all stakeholder groups have responded to their tasks, a task per stakeholder response will be assigned to the initiator. 

In your AEM inbox, you have a 'Stakeholder Review task complete' task assigned to you. This task will include the response from the stakeholder and any comments added. 

You will also receive a task called 'Check stakeholder review responses'. This will include a link to a report which contains all the stakeholder responses, including any attachments. 

Review and collate all stakeholder responses. 

Once you have collated all feedback, highlight all repsponse tasks by selecting the icons next to the task names. 

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. 

You will need to do this for all stakeholder response tasks and the overall task.

This workflow is now complete and has closed.