Workflows: Basic, Custom
Based on your subscription plan, there are 2 options for workflows:
Basic Workflows
Basic Workflows are included in all plans and offer 3 main stages with predefined settings:
| Workflow Stage | Description |
|---|---|
| Not Defined / Undefined | In the case of the Free Plan, or deletion of the used workflow stage, the stage of the story will be changed to an undefined stage. |
| Drafting | The initial state of the story if the content authoring is enabled. At this stage, users are working on the draft version of the story and are not allowed to publish. |
| Reviewing | Story is sent to review to one or multiple reviewers (users of the space). |
| Ready to publish | Story is ready to be published and any user of the space may publish it. |
Custom Workflows
Custom Workflows are included in the Teams, Enterprise, and Enterprise Plus plans and allow you to define your own content authoring process. You can create multiple workflow stages and define their rules and order.
Creating a stage for a Custom Workflow
You can create a new stage by first going to Settings {1} inside a Space, and then opening the Workflow tabs {2}.
After assigning a name and a color, you can create your new stage using the Add button {3}.
Next, you can customize it by clicking on the Edit gear {4} on the right side.
Customizing Workflow stages
You can set up the following properties of the workflow stage:
| Property | Description |
|---|---|
| Stage Name | A label used to identify the stage. |
| Color | An RGB code of the color representing the stage. |
| Define as default stage for new content items | If active, all new Stories will be created within this stage. |
| Right to publish and schedule content | If active, you may choose a list of the stages in which you are allowed to publish and schedule the story. |
| Stage transition rules | If active, you may specify the list of stages that are available as next stages, from the current stage. |
| User(s)/Role(s) who can change a stage next to the next available stage | The specified list of users or roles, they are allowed to change the stage from the current stage to one of the next allowed stages. |
Workflows: Commenting, Approval
Storyblok offers two types of commenting: comments on Blocks and comments on Workflows.
Commenting on Blocks
To comment on Blocks, you’ll use the Discussion function. Click on the Block you want to edit. Scroll over the section you want to comment on and select the Start a discussion button {1}. Then, write your comment in the box and click Post {2}.
You can also comment on entire sections of Blocks. To do so, scroll over the section and click the Start a discussion button {1}. Then enter your comment and click Post {2}.
If you want to see all comments on your Blocks, select the Discussions tab at the top of the page {1}. From there you can click on comments to edit or resolve them. Switch between the Open {2} and Resolved {3} tabs up top to see each type.
Commenting on Workflows
You can also comment on entire Workflows. Enter the Story you want to edit. Click the Workflow stages button at the top of the page {1}. After you assign a Workflow stage, Click Add a custom comment {2} to leave your input. Then click Save.
You’ll be able to see your comments under the Comments tab {1}. You can also add comments here by filling in the box {2}.
Approvals
As you are changing the stage of the Story you may assign a user or a role to approve the changes and move the Story into the next stage. Do this by selecting the Roles {1} or Assign to {2} while in the Workflow Stages tab {3} at the top of the page. Storyblok will notify the user(s) assigned to the Story by email if you activate the checkbox Notify users via email at the bottom of the form {4}. Otherwise, the assigned user(s) will find the notification in the Assigned to me section of the Dashboard only.
You can assign multiple users/roles in the approval process.