Inbox Workspace

General

The Inbox workspace facilitates communication between different role players within an organization with regard to the activation of the various elements of Magnolia. Only activated information or data is available for use in the public instance.

The Website and Documents workspaces both contain Activate and Activate incl. Sub pages/nodes commands.

If the Workflow module is running on an installation, for the activation of a page, file or node to be completed, it is necessary for it to be approved by the individual responsible for this. The approval process takes places in the Inbox workspace.

The Workflow module can be configured to facilitate numerous types of communication, but in the standard Magnolia installation, it is limited to activation requests.

When activation of an element is requested, in both the Website and Documents workspaces, the individual requesting activation receives a message that the workflow process has started and the appropriate person notified of the request.

The activation request is then sent to the Inbox workspace, where it can be either processed or rejected by the individual responsible for this. If they have the requisite permissions, the individual requesting the activation, can also view and comment on the activation process or cancel the request.

This section of the manual discusses the elements and commands of the Inbox workspace. How to request the activation of a page, folder or file in the Website or Documents workspace is discussed in Managing Pages in AdminCentral - Activating and De-activating Pages and Documents Workspace - Activating and De-activating Files and Folders.

Opening the Workspace

When you launch AdminCentral, the Website workspace opens, by default.

To open the Inbox workspace, click on the Inbox button in the navigation pane.

When you click on the Inbox button, the workspace area reloads to display the Inbox workspace.

How to open AdminCentral is discussed in Getting Started - Opening AdminCentral.

Workspace Area

General

The workspace area of the Inbox workspace has six columns:

• Icon: the icon representing the page, folder or file.

• Workitem: the page, folder or file name that forms the subject matter of the activation request.

• Repository: the workspace in which the request originated.

• Comment: Comments accompanying the request.

• Date: the date of the request.

When requesting the activation of an item, it is possible to include a comment about the request in the Website and Documents workspaces. In these workspaces, when you click on the Activate this page/node or Activate incl. sub pages/nodes commands, the Magnolia Edit dialog opens, where you can include a comment about the activation request. The comment inserted in this dialog appears in the Comment column of the Inbox workspace.

Selecting Rows

All commands in the Inbox workspace are item specific and in order to work with a specific item, it is necessary to select or highlight the item's row.

To select a specific item, click anywhere within the item row. When you point anywhere within the row, it becomes highlighted by a light blue rectangle, and when you click, the rectangle darkens, indicating that the row is selected.

Command Bar

The command bar is located at the bottom of the workspace area. As all commands are item specific, the commands are only clearly visible and usable when you select a row.

To use any command in the command bar, select the relevant row and then click on the appropriate command.

Each command is discussed in an individual section.

Command Menu

You can also access the commands in the command menu, which is activated by right-clicking with your mouse. The commands may be used either in the command bar or in the command menu.

To use any command in the command menu, select the relevant row, then right-click anywhere within the highlighted row to activate the menu, and then click on the appropriate command in the menu.

As an alternative to first clicking on a row to select it and then right-clicking within the highlighted row to activate the menu, you can also simply right-click anywhere within a row to activate the menu. When you point anywhere within the row, it becomes highlighted by a light blue rectangle and when you right-click, the rectangle darkens, indicating that the row is selected, and the menu appears.

Grouping Options

To the right of columns, there is a gray panel, which offers grouping and sorting options. This panel is used to group or sort the items to the second level.

The first grouping level offers the choice to group by either repository or workflow type.

When you click on the Repository link in the Group by section, the workspace reloads to display the items grouped by repository, i.e. the workspace in which the activation request originated.

The Inbox workspace can be configured to facilitate many types of workflows, but the standard installation is only configured for activation requests. If more than one workflow type is available, when you click on the Workflow link in the Group by section, the workspace reloads to display the items grouped by workflow type.

The second sorting level, Sort Within Group by, allows you to sort the items by date within the first grouping level. When you click on the Date link, the workspace reloads to display the items grouped by date within the selected first grouping level.

Managing Items

Edit Workitem Command

The Edit Workitem command allows you to view the details of the activation request in the Edit dialog.

To view the activation details, click on the Edit Workitem command in the command bar or menu.

You can also open the Edit dialog by simply double-clicking on the icon in the first column of the workspace.

Edit Dialog

When you click on the Edit Workitem command or double-click on the icon, the Magnolia Edit dialog opens.

The Edit dialog has two tab areas: Activation and Workitem.

Activation Tab Area

The Activation tab area has four fields: Repository, Path, Incl. subs and Sub items. The content of these fields displays automatically and is not alterable in the Edit dialog.

Repository Field

The Repository field lists the repository or workspace in which the activation request originates.

Path Field

The Path field lists the file path of the item within its repository.

Incl. Subs Field

The Incl. subs field is only applicable if the Activate incl. sub pages/nodes command was used to initiate the activation request, i.e. if a higher-level page or folder and its subpages or subfolders and files are being activated simultaneously. If this is the case, the Incl. subs box will be checked and in the case of the activation of a single page or file, it will be unchecked.

Sub Items Field

The Sub items field is only included in the Activation tab area of activation requests for multiple items simultaneously, i.e. where the Activate incl. sub pages/nodes command was used to initiate the request. This field lists all the sub items included in the activation request.

For each sub item, the icon, name, version, date and status is listed. It is possible to view the specifics of each item using the Show Content command, which is activated by right-clicking within the row of any item. The Show Content command is also available in the Inbox workspace and is discussed in Show Content Command.

Workitem Tab Area

The Workitem tab area has two fields: Username and Comment.

Username Field

The Username field lists the user who initiated the activation request. This field displays automatically and cannot be altered.

Comment Field

The Comment field allows both the requestor and requestee to comment on the activation.

When you open the Edit dialog, the requestor's initial comment is automatically included in the Comment field. This comment also appears in the Comments column of the Inbox workspace.

Comments about the request may be added in the Comment field.

All comments reflect in the Comment column of the Inbox workspace and can also be viewed by reopening the Edit dialog.

Show Content Command

The Show Content command allows you to view the specifics of the web pages, folders or files.

To view the content, select the item row and then click on the Show Content command in the command bar or menu.

Web Pages

When you select a web page and click on the Show Content command in the Inbox workspace, the page opens in a new tab or window, where you can view its contents.

There are no edit bars in this window as its purpose is to allow you to simply view its content.

Demo-project - History page

If you navigate away from the page and then reopen it, the page reloads in the editing window, i.e. the edit bars display and you can edit its contents. Amendments made in the editing window are included if the page is later activated in the Inbox workspace and it is not necessary to first cancel or reject the activation.

Demo-project - History page - editing window

If you select a higher-level page that is to be activated simultaneously with its subpages, i.e. where the Activate incl; sub pages command was used in the Website workspace to request the activation, in the Inbox workspace, the higher-level page opens in a new tab or window.

There are no edit bars in this window, but if you open any of the subpages that are included in the activation request, they will open in the editing window. Amendments made in the editing window are included if the pages are later activated in the Inbox workspace and it is not necessary to first cancel or reject the activation.

Demo-features - Home page

Demo-features - Content Templates page

The Show Content command is also available in the Sub items field of the Edit dialog that opens when you click on the Edit Workitem command. In this dialog, you can select any of the subpages included in the activation request individually and view their content.

Folders and Files

When you select a file and click on the Show Content command in the Inbox workspace, the Magnolia Edit dialog containing the specifics of the selected file opens.

The content in the Edit dialog was previously inserted when the file was uploaded to, or last amended in, the Documents workspace. In this dialog, you can download the file and view its details in the Document and Meta Data tab areas. It is not possible to amend the contents of the Edit dialog or file here and the dialog does not contain a Save button. Any amendments need to be made by opening the Edit dialog in the Documents workspace. Using the Edit dialog in the Documents workspace is discussed in Documents Workspace - Managing Files - Uploading Single Documents and Files.

The content of folders are best viewed in the Sub items field of the Edit dialog that opens when you click on the Edit Workitem command in the Inbox workspace.

In this field all the subfolders and files are listed and you can view the specifics of, and download, each file individually in the Edit Dialog, which opens when you click on the Show Content command.

If you click on the Show Content command for a folder in the Inbox workspace, as opposed to in the Sub items field, a blank Edit dialog opens, because it is only possible and necessary to include specifics about files, and not folders, in the Documents workspace.

Reject Command

The Reject Command allows you to reject the activation request.

To reject the request, select the relevant item and then click on the Reject command in the command bar or menu.

When you click on the Reject command, the item no longer displays in the Inbox workspace.

In the workspace in which the activation request originated, the status indicator in the Status column in AdminCentral remains red or orange, indicating that the page, file or folder is not activated.

Proceed Command

The Proceed command allows you to activate the page, folder or file to complete the activation process.

To activate an item, select it's row and then click on the Proceed command in the command bar or menu.

When you click on the Proceed command, the item no longer displays in the Inbox workspace.

In the workspace in which the activation request originated, the status indicator in the Status column in AdminCentral changes to green, indicating that the page, file or folder is activated.

Cancel Command

The Cancel command allows you to cancel the activation request and is extremely useful when activation was requested in error.

To cancel an activation request, select the item row and then click on the Cancel command in the command bar or menu.

When you click on the Cancel command, the item no longer displays in the Inbox workspace or forms part of the activation process.