Introduction
The Page Certification Workflow is an optional Page-based workflow that applies a review policy, change management, and approval processes to pages within a site.
Page Certification must be enabled in a site to be used. Once enabled, Certification can be applied individually to pages. It does not need to apply to all content.
Although similar, the Page Certification Workflow is separate from the Ondexx Page Lifecycle.
Workflow Overview
Page Certification gives pages a Certification Status. In order to remain certified, pages must be reviewed and signed-off on a recurring schedule (the Recertification Frequency), or it will become Expired.
When the workflow is first enabled in a Page, its Workflow Status will be Pending until the version with the change has been approved and published. At this time, the Expiry Date will be calculated from the Recertification Frequency, and its Status will become Certified.
30 days before a Page’s Expiry Date, their Workflow Status transitions from Certified to Assessment, and enters the Certification Queue.
The Page is then reviewed by a Certification Owner or Certification Coordinator, and either re-certified, or required changes are documented, assigned to an Editor, and made.
Users with the Certification Owner and Certification Coordinator rights can view the Certification Queue.
Decertify Page Action
Certification Owners and Coordinators have the ability to Decertify a page manually, expiring it immediately. This is done using the Decertify button in a page, and has the following effects:
- The Page’s Expiry Date is immediately set to the current date.
- The Page’s Certification Page Status is immediately set to Expired.
- The Page’s Certification Workflow Status immediately changes to Assessment.
Page Certification & Workflow Statuses
The Certification Page Status represents the current state of the page’s certification status for regular users.
The Workflow Status is used by Owners, Coordinators and Editors to report on the process of review, revision, approval, and recertification of pages.
Certification Page Statuses
| Certification Page Status | Description/Logic |
|---|---|
| Not Applicable | Workflow turned off for page. |
| Pending | Workflow turned on, but the page has not yet been approved and auto-certified. |
| Certified | A page with the workflow turned on whose Expiry Date has not yet passed. |
| Expired | A page with the workflow turned on whose: Expiry Date has passed; or was decertified by someone. |
Certification Workflow Statuses
| Certification Workflow Status | Description/Logic |
|---|---|
| Not Applicable | Workflow turned off for page. |
| Pending | Workflow turned on, but the page has not yet been approved and auto-certified. |
| Certified | Live page is currently certified. |
| Assessment | Coordinators must review the Certification Queue and decide to either recertify the page or document & assign changes. |
| Changes Assigned | Coordinator has assigned an Editor to make changes. |
| Changes In Progress | Editor is working on changes to page content. |
| Changes Submitted | Editor has submitted Draft for approval, indicating recertification changes completed. |
| Reassessment | The documented changes have been completed, submitted for approval, and approved. The page is once again ready for the Coordinator to either certify the page or specify additional changes. |
Page Certification Rights
Page Certification uses workflow-specific management rights to determine abilities within the workflow.
Certification Owners oversees a large body of pages, and Certification Coordinators review pages and either re-certify the page, or assign a Content Editor to make the required changes.
Certification Owner
- Page Certification-specific right; can be assigned to a role, group or individual users
- Reviews pages requiring recertification; they can re-certify pages and assign content changes to Editors
- Can modify the Owner, Coordinator, Frequency, and Expiry Date of a page
- Can view the Certification Queue
- Can manually Decertify a page
- Inherits the Edit Pages right
Certification Coordinator
- Page Certification-specific right; can be assigned to a role, group or individual users
- Reviews pages requiring recertification; they can re-certify pages and assign content changes to Editors
- Can modify the Coordinator, and Frequency of a page
- Can view the Certification Queue
- Can manually Decertify a page
- Inherits the Edit Pages right
Content Editor / Edit Pages
- The regular right to edit content in Ondexx, and applies to all pages.
Using the Certification Queue
The Certification Queue is used to quickly view all pages requiring Recertification within the next 30 days. Certification Owners and Coordinators use this queue to track where pages are in the Workflow, and what pages require their attention.
Enabling Page Certification
Getting Started – Site
These steps can only be performed by a user with the Configure Site right.
- Navigate to Administration > Site Management > Site Settings
- Under Workflow Management, check the box next to Enable Page Certification.
- Click SAVE. The Page Certification Workflow has been enabled in your site.
Getting Started – Users
These steps can only be performed by a user with the Assign Rights and Manage Users rights.
Using the Certification Workflow requires your Certification Owners and Certification Coordinators are designated with Ondexx Rights. These rights will need to be assigned to Roles, Groups, or individual Users. This can be done in many different ways. Some examples include:
- Creating “Certification Owner” and “Certification Coordinator” groups, assigning the respective rights, and adding the respective users
- Granting the “Editor” role both the Owner and Coordinator rights
- Assigning the Owner and Coordinator rights to individual Users
Keep in mind that the Owner and Coordinator rights also inherit the Edit Pages right.
Getting Started – Pages
- In the Page Editor, navigate to the Properties tab
- Turn the Page Certification workflow on or off for the page
- Set or change the Certification Owner
- Set or change the Certification Coordinator
- Set or change the Certification Frequency
- Continue to edit the page as normal.
When Page Certification is first enabled in a page, it will be automatically certified upon its approval, and have an Expiry Date calculated from the Certification Frequency.
Making Certification Workflow changes in bulk
The Bulk Changes Console can be used to make mass changes to pages in the Certification workflow. Note that only users with both the Approve Pages right can make changes with the Bulk Changes Console.
Example uses include:
- Enabling the workflow for a large quantity of pages quickly
- Replacing on Coordinator with another
- Forcefully Certifying or Decertifying a group of changes
- Setting a specific Expiry Date to a group of pages
The Bulk Changes Console can be found under Administration > Content Management > Bulk Changes Console.