Matrix CMS - Workflow Approval Requests

Most websites within Matrix CMS have an approval workflow assigned. This workflow is triggered when content editors make edits to an asset, and requires a system administrator to either approve or deny the request.

Currently, all workflow approval requests are sent to System Offices Shared Services (SOSS) as tickets in TeamDynamix (TDX). All tickets have a subject line as fallows: "Workflow Approval Required for [asset name]," and are automatically assigned to the System-SOSS Web Development group. All requests must receive a response within one business day from when the ticket was generated. This does not necessarily mean that all requests will be approved within one business day. If a request requires investigation or rework, the user who submitted the request still must receive a response from SOSS within one business day.

Use the following steps to take action on a workflow approval request.

1. Open the ticket in TDX and select Take Incident from the Action menu.
2. Update the requestor on the ticket to the user who submitted the approval request.
   1. Select the Edit button at the top of the ticket.
   2. Enter the user's name in the Person Requesting Service (Requestor) field.
   3. While in edit mode, you can also select Website Content Management from the SOSS Request Area field, and select the appropriate SOSS Ticket Tier. 
3. Log into Matrix CMS.
4. Next you must sign in as Shared Services to approve to deny the request.
   1. From the Asset Tree, expand System Management [2].
   2. Expand System Administrators [8].
   3. Expand Approver [22334].
   4. Right-click Shared Services [22335].
   5. From the resulting menu, select Sign in as.
5. Navigate to the asset identified in the ticket by locating the it in the Asset Tree or search for the asset by entering the asset ID into the Search field in the Toolbar.
6. After locating the asset, right-click it and select Workflow.
7. Review the Workflow logs to see if the user left a comment describing the edit they made.
   Note: content editors are instructed to leave comments when requesting approval for edits, but Matrix does not force users to do so.
8. After checking for a comment, select Content in the Screen Header to view the asset.
   Note: you may be required to change your domain, and if so, this can be done by selecting the Switch domain button in the middle of the screen.
9. To view a side-by-side of the live and draft versions of the asset, open the live asset in a private browser window and compare that to the preview of the asset in Matrix.
10. To take action on the request, return to the workflow screen by selecting Workflow from the Screen Header.
11. To approve the edits, select Approve and Make Live from the Change status? dropdown menu.
12. To reject the edits, select Reject Changes and also enter in the Log message field explaining why the edits were rejected.
13. Once you made your selection from the Change status? dropdown, select the Save button at the top right of the screen.
14. If you reject the edits, after selecting the Save button, you must also cancel safe editing mode.
    1. Select the Draft icon in the Screen Header.
    2. From the resulting menu select Cancel Safe Editing.
    3. Select the Apply Change Now button.

Users are notified automatically by email when their edit approval requests are approved. If you reject the edits, please reach out to the user to let them know and work with them to ensure the edits are performed properly.