Workflows are designed to guide a set of content related tasks through a defined process.
AcceleratorKMS uses workflows and tasks for various purposes, such as reviewing content, publishing content, reviewing comments made during a completion, and considering request forms. Using workflows ensures that the required tasks are done in the correct order and greatly reduces the administrative effort of transitioning review tasks, thus increasing consistent task completion. Workflows greatly reduce the possibility of tasks being missed unintentionally by tracking and escalating assignments, as well as increasing visibility of tasks.
When developing your workflows, consider all the required tasks as well as the users involved. Work with your AcceleratorKMS contact when designing your workflows. This can take some time to implement and test, so be sure to plan in advance.
There are two types of workflows:
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Parent workflow: Used when creating a task, such as creating or modifying new content. The following example shows a workflow that progresses from one task to the next with only one assignee per task, SME review > Updating > Complete.
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Child workflow: Is generated from within an existing workflow and splits a parent workflow into multiple concurrent flows. For example, creating a child workflow for Peer review allows the parent workflow to split, involving multiple reviewers reviewing the content at the same time. The state of the parent workflow does not change until all required Peer reviewers complete their task or in the case of optional reviews, until a predefined minimum time period has elapsed. In the following parent workflow example, after the Authoring task a child workflow is used to have multiple peer reviews occur at the same time. Once the peer reviews from the child workflow are complete, the parent workflow continues with the next task. Here's the example: Authoring > Peer review x 3 > Revisions from Peers > Complete.
Multiple workflows
You can have multiple workflows. For example, there can be a larger workflow for a full review of new content before publishing and another smaller workflow for reviews on content that had minor changes.
These two workflows might look like this:
New content or major changes workflow
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Editing review
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Action changes from editor
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SME review
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Complete changes from SME
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Peer reviews
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Complete changes from Peers
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Manager review
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Changes from manager
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Publish
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Complete
Minor changes from a comment on a statement workflow
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Subject Matter Expert (SME) review
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Author changes from SME
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Publish
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Complete
Approvals
There are two options available when approving tasks in a workflow: Approve or Reject. The approval selection is recorded in task history.
Notifications and escalations
AcceleratorKMS sends automated email and escalation notifications to support effective task management. These notifications are activated when you enable them under:
Configuration Settings > Worker Service
Once enabled, the Worker Service begins executing a set of recurring background jobs that handle various automated tasks such as task reminders, escalations, workflow transitions, and content monitoring.
Each job is defined with the following attributes:
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classType: Specifies the backend logic that performs the task.
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name: A descriptive label for the job.
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priority: Determines the order in which jobs are executed (lower number = higher priority).
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scheduleType: Defines how often the job runs (e.g., Daily or Interval).
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time: Indicates the time of day or interval at which the job runs.
Notification emails
Notification emails are sent automatically in the following scenarios:
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Task assignment: When a task is assigned, the assignee receives an email notification.
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Due date reminder: As the task’s due date approaches, a reminder email is sent to the assignee.
Escalation emails
Escalation emails are triggered when a task is not completed by its due date. These are sent to:
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The task assignee.
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Any user with a role that includes "Receives escalation emails", such as a manager or team lead.