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When administering workflows you can start them using a variety of methods:

Nota:

Other methods are also available to authors; for full details see:

Workflow Models

You can start a workflow based on one of the models listed on the Workflow Models console. The only mandatory information is the payload, though a title and/or comment can be added as well.

Running Multiple Workflows on a Page

Depending on the UI (and location) used AEM will allow you to start either single or multiple workflows on a page:

  • Touch-Optimized UI
    • Models consoles - multiple workflows can be run
    • Sites console - multiple workflows can be run
    • Page Editor - multiple workflows can be run
    • Timeline - multiple workflows can be run
  • Classic UI
    • Workflow consoles - multiple workflows can be run
    • Websites console (siteadmin) - single workflow only
    • Page Editor - single workflow only

Workflows Launchers

The Workflow Launcher monitors changes in the content repository to launch workflows dependent on the location and resource type of the changed node.

Using the Launcher you can:

  • See the workflows already launched for specific nodes.
  • Select a workflow to be launched when a certain node/node-type has been created/modified/removed.
  • Remove an existing workflow-to-node relationship.

A launcher can be created for any node. However, changes to certain nodes do not launch workflows. Changes to nodes below the following paths do not cause workflows to launch:

  • /etc/workflow/instances
  • Any workflow-inbox node located anywhere in the /home/users branch
  • /tmp
  • /var/audit
  • /var/classes
  • /var/eventing
  • /var/linkchecker
  • /var/mobile
  • /var/statistics 
    • Exception: Changes to nodes below /var/statistics/tracking do cause workflows to launch.

Various definitions are included with the standard installation. These are used for digital asset management and social collaboration tasks:

workflowlauncher

Workflow Packages for Batch Processing

Workflow packages are packages that can be passed to a workflow for processing, allowing multiple resources to be processed.

A workflow package:

  • contains links to a set of user-specified resources (such as pages, assets).
  • holds package information such as the creation date, the user that created the package and a short description.
  • is defined using a specialized page template; such pages allow the user to specify the resources in the package.
  • can be used multiple times.
  • can be changed by the user (add or remove resources) while the workflow instance is actually running.

Touch-Optimized UI

Starting a Workflow from the Models Console

  1. Navigate to the Models console using ToolsWorkflow, then Models.

  2. Select the workflow, using Search (top left) if required:

    chlImage_1

    Nota:

    The Transient indicator shows workflows for which the workflow history will not be persisted.

  3. Select Start Workflow from the toolbar. 

  4. The Run Workflow dialog will open, allowing you to specify:

    • Payload
      This can be a page, node, asset, amongst other resources.
    • Title
      An optional title to help identify this instance.
    • Comment
      An optional comment to help indicate details of this instance.
    chlImage_1

Creating a Launcher Configuration

  1. Navigate to the Workflow Launchers console using ToolsWorkflow, then Launchers.

  2. Select Create, then Add Launcher to open the dialog:

    chlImage_1
    • Event Type
      The event type that will launch the workflow:
      • Created
      • Modified
      • Removed
    • Notetype 
      The type of node that the workflow launcher applies to.
    • Path
      The path that the workflow launcher applies to.
    • Run Mode(s)
      The type of server that the workflow launcher applies to. Select Author, Publish, or Author & Publish.
    • Conditions
      Conditions for node values that, when evaluated, determine whether the worklow is launched. For example, the following condition causes the workflow to launch when the node has a property name with the value User:
          name==User
    • Workflow Model
      The workflow to launch when the Event Type occurs on the Nodetype and/or Path under the defined Condition.
    • Description
      Your own text to describe and identify the launcher configuration.
    • Activate
      Controls whether the workflow launcher is activated:
      • Select Enable to launch workflows when the configuration properties are satisfied.
      • Select Disable when the workflow should not execute (not even when the configuration properties are satisfied).
    • Exclude List
      This specifies any JCR events to exclude (i.e. ignore) when determining whether a workflow should be triggered.
      This launcher property is a comma separated list of items:
      • property-name ignore any jcr event which triggered on the specified property name.
      • event-user-data:<someValue>  ignores any event that contains the <someValue> user-data set through the ObservationManager API.
      For example:
      jcr:lastModified,dc:modified,dc:format,jcr:lastModifiedBy,imageMap,event-user-data:changedByWorkflowProcess
      This feature can be used to ignore any changes triggered by another workflow process by adding the exclude item:
      event-user-data:changedByWorkflowProcess
  3. Select Create, to create the launcher and return to the console. 

    Once the appropriate event occurs the launcher will be triggered and the workflow started.

Managing a Launcher Configuration

After you have created your launcher configuration you can use the same console to select the instance, then View Properties (and edit them) or Delete.

Classic UI

Starting a workflow from the Workflow console - Classic UI

  1. Open the Workflow console.

  2. From the Models tab select the required workflow.

  3. Click Start from the top navigation.

  4. The Start Workflow dialog opens allowing you to enter the payload and an optional title and comment.

    Specify the payload (includes pages, nodes, resources, and so on) to which the workflow is to be applied. You can use the drop down menu to browse the repository when selecting:

    workflowstart

    Nota:

    The Transient column indicates workflows for which the workflow history will not be persisted.

  5. Click OK to start a workflow instance with the properties you configured. Now the workflow is running.

Once a page has been linked to a workflow it will be indicated in the Status column in the Websites console:

workflowstatus

Adding a Launcher Configuration - Classic UI

  1. On the Workflow page, click the Launcher tab.

  2. Click Add and configure the new workflow-to-node relationship as required:

    workflowlauncheradd
    • Event Type: The event type that will launch the workflow:
      • Created
      • Modified
      • Removed
    • Nodetype: The type of node that the workflow launcher applies to.
    • Path: The path that the workflow launcher applies to.
    • Conditions: Conditions for node values that, when evaluated, determine whether the worklow is launched. For example, the following condition causes the workflow to launch when the node has a property name with the value User:

      name==User

    • Workflow: The workflow to launch when the Event Type occurs on the Nodetype and/or Path under the defined Condition.
    • Activate: Controls whether the workflow launcher is activated:
      • Select Enable to launch workflows when the configuration properties are satisfied.
      • Select Disable when the workflow should not execute when the configuration properties are satisfied.
    • Exclude List
      This specifies any JCR events to exclude (i.e. ignore) when determining whether a workflow should be triggered.
      This launcher property is a comma separated list of items:
      • property-name ignore any jcr event which triggered on the specified property name.
      • event-user-data:<someValue>  ignores any event that contains the <someValue> user-data set through the ObservationManager API.
      For example:
      jcr:lastModified,dc:modified,dc:format,jcr:lastModifiedBy,imageMap,event-user-data:changedByWorkflowProcess
      This feature can be used to ignore any changes triggered by another workflow process by adding the exclude item:
      event-user-data:changedByWorkflowProcess
    • Run Mode(s): The type of server that the workflow launcher applies to. Select Author, Publish, or Author&Publish.

Removing a Launcher Configuration - Classic UI

  1. Open the Workflow tab.

  2. Select the Launcher tab.

  3. Click on the entry you want to remove.

  4. Click Remove.

Creating a Workflow Package - Classic UI

  1. Open the Tools console. (http://localhost:4502/miscadmin#/etc)

  2. Navigate to Workflow, then Workflow Packages in the left pane.

    chlImage_1
  3. Create a New Page...; assign a name of your choice and select the Workflow Package Template.

  4. Open the new page.

  5. For each resource add an instance of the Resource Definition component. Then either drag resources from the content finder, or edit the component to select a resource.

Using the Workflow Package in a Workflow - Classic UI

After creating the workflow package page you can apply a workflow. This marks all resources as being subject to the workflow (assets and pages). The workflow will only take action on the resources listed, not on the definition page itself.

  1. Open the workflow package page.
  2. Select the Workflow tab from the sidekick.
  3. Select the required workflow.
  4. Click Start Workflow.
    From the Workflow console you can see the workflow running, with the workflow package page as Payload.

For example, if you:

  • add new paragraphs to the Geometrixx Support and Product pages
  • create a workflow package holding the Geometrixx Support and Product pages as resources
  • apply the Publish Example workflow to this workflow package page
  • Complete the Validate Content step

Both the Support and Product pages will be published by the same workflow instance.

Precaución:

You must select a workflow that has been developed for use with workflow packages. For example in Geometrixx, Publish Example, Request for Activation or Request for Deactivation.

Updating a Package While the Workflow is running - Classic UI

Addtional resources can be added to a workflow package page even while a workflow is running:

  1. Create a workflow package page.
  2. Add resources to the page.
  3. Start a workflow for the package.
    Using the Websites console, confirm that the Status of the resources indicate they are in a workflow.
  4. Edit the workflow package page to add new resources.
    Using the Websites console, confirm that the Status of the new resources indicate that they are also in the workflow.

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