A workflow is a mechanism that enforces a sequence of operations through which an item moves from draft state to publication. Each workflow is a set of statuses and transitions.

Creating Workflows

You can create different workflows for different types of items. For example, the workflow for an article can include first draft, final draft, and publication. The workflow for an image can include initial upload, cropping, and adding metadata.

  1. From the Navigation Menu, select Admin > Workflows. A New Workflow widget appears.
  2. In the Name field, type a name for the workflow.
  3. In the Sites field, add sites to which the workflow applies (or leave blank to apply the workflow to all sites). For information about creating sites, see Creating Sites.
  4. In the Content Types field, select the content types to which this workflow applies.
  5. In the Actions field, do the following:
    1. Click Add Status. A new status box appears.
    2. Type the name of the status.
    3. If this is the first status that you created, click Add Transition in the status box labeled “New”. Otherwise, click Add Transition in the previous status box that you created.
    4. Drag your mouse over the status box you created in step a. A transition box appears between the two status boxes.
    5. In the transition box, type a name for the transition.
    6. Repeat steps a–e to add additional statuses and transitions.
  6. Click Save.

The following example is an illustration of a simple workflow for an article.


Simple workflow

After you save a workflow—

  • Brightspot saves the new workflow and lists it in the Workflows list.
  • Each time you create a new item for the workflow’s content type, the Editorial Toolbar displays the workflow status and a Workflow button. When the button is clicked, the Workflow Widget appears.
  • Brightspot saves a draft for each status in the workflow. You can retrieve those drafts from the Revisions Widget.
  • The item’s current status appears in the Dashboard Recent Activity and Unpublished Drafts widgets.
  • Items created before a workflow was created automatically enter the workflow—unless they are published. For example, if you saved a draft of an article, and your administrator later created the Simple workflow, your article can be submitted to the workflow.

For a details of an item’s statuses as it transitions through a workflow, see Workflow Status.

Modifying Workflows

  1. From the Navigation Menu, select Admin > Workflows. The Workflow widget appears with a list of existing workflows.
  2. Click the workflow you want to modify. Brightspot displays the workflow in the Edit Workflow widget.
  3. Modify the workflow; see Creating Workflows for details.

Archiving Workflows

To archive a workflow, follow the procedure in Archiving Content.

Transitioning an Item Through a Workflow

  1. Open the item in the Content Edit Form.

  2. Perform the required edit for the item’s status. For example, if the item’s status is Pending Review, perform an editorial review to accept or reject the article.

  3. In the Editorial Toolbar, click Workflow.

  4. In the Workflow widget, do the following:

    1. Enter an optional comment for the users or roles performing the next step in the workflow.

    2. Click add_circle_outline to set one or more users or roles to perform the next step in the workflow. (Depending on the number of users and roles configured on Brightspot, your UI may vary slightly for selecting users and roles.)

    3. Click the applicable button to transition the workflow to the designated users or roles.


Brightspot retains a Draft of an item in each status. For example, referring to the Simple workflow, Brightspot saves a copy of the article in the Pending Review, Approved, Rejected, and Published statuses. You can retrieve the draft of an item in each of its statuses; for details, see Revisions Widget.

Introducing Published Content into a Workflow

When you create a workflow for a particular content type, published items of that type are exempt from the workflow. However, you may want published items to go through a workflow, such as if you added a quality control step for spelling or graphic attributions.

  1. Search for the published item and open it in the Content Edit Form.

  2. Do one of the following:

    In either case, the item enters the workflow associated with its type.

Limiting Users’ Access to Workflow Transitions

You can limit users’ access to certain workflow transitions. For example, you may want one group of users to do only content editing, and another group of users to do only proofreading. This level of access control is available only for user roles, not for individual users.

  1. From the Navigation Menu, select Admin > Users & Roles.

  2. In the Roles widget, select the role whose available transitions you want to limit.

  3. In the Edit Tool Role widget, under the Main tab, open Permissions.

  4. Under Types, select All Except.

  5. Under Restricted Types, click add_circle_outline and select Content Type. A list appears for setting restrictions on a content type.

  6. In the Type option, select a type, such as Article.

  7. In the Actions option, select All Except.

  8. Click add_circle_outline. A selection field appears.

  9. Click inside the field to display menu of actions for the content type.

  10. Select the workflow action that you want to exclude from the role. Referring to the previous illustration, if Workflow Transition: Submit (Article) is selected, then users associated with the role cannot submit articles to start the workflow.

  11. For each workflow action that you want to exclude, click add_circle_outline to display another selection field.

  12. Click Save.