The Workbox area of Sitecore shows all content items that are in the Draft and Review states. It also provides additional information, such as the name of the content item, the name of the Site Contributor who created it, and the date it was submitted for review. The Workbox is most useful to Site Managers who are responsible for reviewing the work of Site Contributors. It is also useful for batch processing — approving or rejecting several content items at once.
Getting to Workbox
The Workbox area of Sitecore can easily be accessed from the Sitecore sign-in page. Here's how:
Be sure to select the Desktop option from the sign in interface.
Next, select the Sitecore button at the bottom left side of the desktop interface.
From the pop-up menu, select Workbox.
The Workbox can also be accessed from the Workbox link at the bottom of the Content Editor.
The Workbox categorizes content items into two states: Draft and Review. The Site Manager will usually be most concerned with the Review state, since he or she is being asked to either approve content, or return it to the Site Contributor for revision.
The Workbox Interface
The Workbox offers users a number of options to control the display on the interface. For example, the fields containing the lists of content items in Draft and Review states can be collapsed and opened using the arrow buttons on the top right of the field.
The number of content items to be displayed on the page can be set from 10-25 using the interface near the top left of the display.
Interacting with Workbox
There are five different interactions the Site Manager can have with a content item, each represented by an icon.
Display, which shows what the content will look like when published,
Open, which launches the content item in the Content Editor,
Diff, showing the differences between different versions of the content,
Approve for publication, which published the approved content to the Web,
Return to draft, which sends the content item back to into Draft state for the Site Contributor to make changes or additions.
When selected, both the Approve for publication and Return to draft options open windows that prompt the Site Manager to add comments. Comments appear in the History option in the Workflow chunk in the Content Editor ribbon, and are a good way to communicate with the Site Contributor.
Putting it all together
A typical interaction that a Site Manager would have with content in the Workbox goes something like this:
- The Site manager opens the Sitecore Workbox.
- She sees that a new content item has been added to the Review section.
- She views the content by selecting either the Display or Open options.
- After reviewing the content, she closes either the Display or Open option.
- If she approves the content, she selects the Approve for publication option, and the content is published to the Web. (She has the option of adding comments in the comment window.)
- Or, she decides that the content needs revision, and she selects the Return to draft option, which sends it back to the Site Contributor for more work. (She has the option of adding comments in the comment window.)