Catalog Workflow

There are three types of workflows for the specific Catalog Item Types. Specifically each of the following has a slightly varied workflow:

• Personalized
• Print on Demand
• Ad Hoc

However, for the most part the steps are uniform as this topic will describe.

Editing

The steps grouped under "editing" represent the various workflow steps a catalog item can exist in while it is being modified. Items that are in one of these steps cannot be searched or ordered by the general user.

Steps:

1. Populate
2. Import (Personalized Catalog Item Only)
3. Edit
4. Generate Images
5. Build (Personalized Catalog Item Only)

Approval

Once a user clicks the "submit for approval" button for a catalog item:

1. ContentWelder will advance the catalog item through each of the 'Approval' steps as listed below.
2. If your application setup does not have "Catalog Item Rules," the catalog will go straight through to the 'Approved' step.
3. However, if rules do exist, then the catalog item will be evaluated against each rule in the sequence.

For more information see Approvals Rules.

Steps:

1. Submitting
2. Approving
3. Waiting for Approval
4. Approved
5. Rejected

Delete

When a user "Deletes" a catalog item, they immediately send the item to this workflow step. At this step, ContentWelder will perform a series of checks to ensure that the item can actually be deleted. If the item cannot be routed, ContentWelder will move the item to the "Archived" step.

Archive

As indicated above, the "Archive" step is a holding step for any items that have been acted upon. In this case, someone ordered a catalog item and it is now being maintained for reference.

FAQ

ContentWelder moved items to "Archived" instead of deleting it?

For data integrity, audit and compliance reasons, ContentWelder ensures that only items that haven't been used can be deleted

Examples:

1. An Administrator creates a Catalog Item titled "Amazing Opportunities" and approves it on Sunday.
2. Then, a user orders the "Amazing Opportunities" catalog item on Monday and submits it.
3. On the following Friday, an Administrator decides they no longer want to make this Catalog Item available, so they delete it.

Since a user has already ordered the item, it has been submitted and transmitted. In order for all audit and compliance officers to have a clear picture of what the "Amazing Opportunities" catalog item was when it was ordered, the catalog item is "archived' rather than deleted.

This way, at any point in time, the compliance officers can return to ContentWelder and quickly identify what was ordered and what the contents of the document was.

While the Catalog Item "Amazing Opportunities" can no longer be ordered or searched for, the compliance and audit officers can obtain the information they need

Can I reactivate something that has been archived?

Yes, simply choose "un-archive" from the action drop-down menu. The catalog item will then be sent back to the "Edit" step.