Document Actions

3.1. What is a workflow and why do I need one?

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Workflows and document publishing

A workflow is a process that your document passes through before it becomes available to others via Plone. This process ensures that content posted on Plone meets standards for access control, security and intellectual property requirements.

When an item is first created, its state is visible. If the document must be reviewed by a second-party before it is published, then that person(s) is part of the workflow. At each point in the workflow your document will have a different state. These states are listed below.

State

Description

Visible

All users can find visible content by using the search function, however this content will not appear in the navigation tree (left menu).
Visible content is editable by their owners and site managers

Pending

This content has been submitted for review through workflow and is awaiting a decision
It can be accessed in the same way as other visible content

Published

These items are available to all site visitors
They appear in the navigation tree, and are accessible through search

Private

These items are only visible and editable by their owners and site managers with administration access.
This content does not appear in the navigation tree or in search results

Next: How does content get reviewed in a workflow?

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Document Actions

3.1. What is a workflow and why do I need one?