Global and local workflows
System manages content in global and local workflows. In a simplified sense, a workflow consists of
states in which content may reside, such as published or private, and transitions that change content
from one state to another. In a workflow, it is regulated which states and transitions exist and who may
initiate which transitions.
There are four workflows built into System as standard and available after installation.
Content can be managed in System without any workflow. In this case, newly created articles are
immediately accessible to the public if the folder in which they are located is publicly accessible.
Simple workflow for small to medium sized websites
In the simple workflow, an article is initially in the status private, that is, it is only visible to the owner
and the administrator and not otherwise visible to anyone. Upon completion of the edit, the user may
submit the article for publication, whereupon an editor reviews the article and releases it if appropriate,
The community workflow starts an article as a public draft. It is visible to both registered users and
anonymous visitors, as long as its directory path is known. You can also find him in the search. However,
the user has the option to privately switch the article if necessary so that only he himself has access to it.
After editing, the user can submit the article for publication. Articles submitted for publication may be
reviewed and published by editors.
The intranet workflow has a new article in internal draft status. It is visible to registered users, but not to
anonymous visitors to the site. This is a common use case for intranets. The specific feature of this
workflow is the ability to publish articles internally or externally, publishing them exclusively to users of
the intranet or to all visitors to the site.Flexible assignment of work processes
You can streamline the entire site, sections, or types of articles so that a site can use a variety of content
management workflows. With System, areas within an instance can be set up for open and closed user
groups, so that one and the same System site functions partly as a public Internet site, partly as a closed
intranet or extranet.
Automation through event control
When managing content in a CMS, there are always similar work processes that can be partially
automated. In System, this is done by event control.
In the case of System, event control is the combination of actions in the CMS with other actions, so that
certain processes can be automated. For example, if the administrator of a site wants to be notified
when someone has posted a new article, they can set up an email notification in this case. Sometimes it
is also desired that articles are postponed to another folder after their publication or migrate to the
archive if they are out of date. These automated functions can be controlled in System by rules that can
be formulated in the configuration menu and flexibly assigned to individual articles or folders.
In System very different content can be managed: texts, images, appointments, Office files, PDF files and
much more. For the different contents there are different types of articles in System. In the standard
version of System, there are the article types folder, page, image, file, link, message, appointment and
Common scheme ensures uniform functionality
The special feature of System is that all article types are derived from one and the same schema. The
article types in System are based on Archetypes, a framework for creating article types.
Archetypes ensures that all article types are equipped with certain basic functions. So all article types
have a title and a description. All articles can be categorized using a rich set of metadata. All article types
are entered into the database catalog in the same way so that they can be searched in a consistent
manner. When creating and editing article types, the form input is validated so that inconsistent data
structures can not arise.
Individual article types
This is true not only for the types of items that System brings home, but also for types of items that have
been created individually. Individually created types of articles may store multimedia content such as
podcasts or videos or be questionnaires, personnel files or other content that can not be covered by
System’s standard article types. The derivation of archetypes has an inherent quality assurance effect.
Standard article types in System
Folders bring order to your website. They act as containers for the other article types. You can display
the contents of a folder in different ways, among others, as a list, overview or photo album. The order of
displayed content can be changed by drag-and-drop. In addition, you can define an item in the folder as
an ad of the folder, so that not the content of the folder is listed, but a kind of cover sheet is displayed.
If you activate the back and forth navigation, the individual articles are displayed in the folder with
automatic links to the next or previous article. This is useful, for example, for longer texts, which can be
elegantly subdivided into several units, or for photo albums in which you want to jump from one image
to the next.
A page consists of the elements title, description and main text. The main text may contain structuring
elements such as subheadings, tables and images. If required, a table of contents can be automatically
generated at the top of the page for longer texts.