Welcome to the Janison Academy help portal

Catalogue Item Workflows

Introduction

Catalogue Item workflows provide a process for approval of a Catalogue Item by one or more approvers before a Catalogue Item is published. The workflows can be useful in situations where the Catalogue Item needs to be approved by a subject matter expert before it is published to learners.

There are four Catalogue Item workflows, one with zero approval stages and one each for one to three approval stages:

  • Catalogue Item Workflow – This does not have any approval stages.
  • Catalogue Item One Step Approval Workflow.
  • Catalogue Item Two Step Approval Workflow.
  • Catalogue Item Three Step Approval Workflow.

Workflow definitions can be viewed in Settings > Workflow definitions.

Workflow Setup

Several steps are required to make Catalogue Item workflows function for the first time:

  1. A Catalogue Item template with a relevant Workflow must be created. This template can be reused for all Catalogue Items.
  2. Relevant roles must be assigned to users who will then become approvers of Catalogue Items.
  3. A Catalogue Item must be created and linked to the Catalogue Item template created in step one.

Create a Catalogue Item Template

Browse to Settings > Catalogue Item Templates.

  1. Select Add new template.

  1. Enter a Name.
  2. Select the required Workflow.
  3. Select Update.

You can find out more about creating templates in our document on Catalogue Item Templates.

Assigning Roles to Catalogue Item approvers

Approver Roles are assigned to users as User Extra Roles. You can find out more about this feature in our document on User Extra Roles Widget. You will need to contact the customer support team to configure the appropriate roles depending on the approver requirements.

Workflow Notification Roles

When notification roles are set, users with approver roles will receive notifications on catalogue item workflow state transitions.

Browse to Settings > Catalogue Item Templates.

  1. Select Authoring Settings.
  2. Enter the required Workflow Notification Roles.

Select Save Settings.

Create a Catalogue Item with a workflow attached

Browse to Manage Learning > Manage Catalogue Item.

  1. Select Add Catalogue Item.

A popup will be displayed.

  1. Select the Catalogue Template created in the step above, with the required workflow attached.
  2. Select Confirm.

Follow the Steps outlined in our document on Add Catalogue Item for complete instructions on Catalogue Item creation.

End User Experience

This experience will differ depending on the type of workflow set up on the Catalogue Item and on the selections made. This is an example of the three step approval workflow where no declines or resubmissions have been made.

  • A new Catalogue Item is saved and goes into a status of Draft.
  • The user has two options and selects Submit draft.

  • A confirmation popup is displayed and lists the state that the Catalogue item will change to.
  • Optional text is entered and the selection is confirmed.

  • The first approver receives an email notification requesting they approve the Catalogue Item.
  • The approver has three options and selects Endorse.

  • A confirmation popup is displayed and lists the state that the Catalogue Item will change to.
  • An optional note is entered and the selection is confirmed.

  • The second approver receives a notification email requesting they approve the Catalogue Item.
  • They select Send for final approval.

  • A confirmation popup is displayed and lists the state that the Catalogue item will change to.
  • An optional note is entered and the selection is confirmed.

  • The third approver receives a notification email requesting they approve the Catalogue Item.
  • They select Approve and Publish.

  • A confirmation popup is displayed and lists the state that the Catalogue item will change to.
  • An optional note is entered and the selection is confirmed.

  • The Catalogue Item is published to the library.
  • Options exist to make the Catalogue Item private or to Archive.

The details of all workflow state changes can be accessed in the Recent activities section of the Catalogue Item.

Message Templates

There are two types of notifications:

  1. An email is sent to the next approver who is responsible for the workflow state change of a catalogue item. The Name of this template is CatalogueItem-Workflow-StateTransition-NextActor-Notify.
  2. An email is sent to the author and/or previous approvers of the catalogue item notifying them that a change to the Status has been made. The Name of this template is CatalogueItem-Workflow-StateTransition-PreviousActor-Notify.

You can find out more about this feature in our document on Message Templates.

Topics on this page