The Workflow is set up to allow autheticated users to create content while giving the ETC editor the ability to give feedback and control the publication process of the new content nodes.
If you go to site building/Worklfow you will see a workflow called Article publication. You don't need to do anything on this screen, this is just where the workflow is set up and where we would make changes to it. Other aspects of the workflow are also defined in/by Actions and in/by Triggers. Do not change anything without consulting the site administrator.
Currently the workflow is designed so that a simple authenticated user has rights to create a biblio content type, or create an event content type. When any user signs in they can navigate to their user page. One simple way of doing this is by hitting their user name in the Who's online block at the bottom of the left sidebar. On the user page we have installed a workspace which allows the user to easily start the creation of new content and also to see the progress of past content they created. To start the creation of new content the authenticated user needs to select either biblio or the event content type and then press the "add new item" button. A list of any prior articles will be present which also shows the content node's current state and any workflow comments associated with the content node.
The Article publication workflow has 3 states aside from the ubiquitous published and unpublished. The addional states are Draft, Review, and Approved. When a writer starts the creation process of new content they will likely in most cases save the node as a Draft. The author with a role of authenticated user, will see the workflow choices of Draft and Review. The ETC editor sees Draft, Review and Approved. The available state can be changed at any time by either person by setting it and saving the node.
It is possible that the author can begin by setting the content to Review but we think that it is more likley that they will and should save new content as Draft, and work on the content before submitting it for Review. When content is saved to Review by the author, an email is sent to the ETC editor alerting the editor that the content has been created by the author giving a direct link to the editor. The editor can then review the content node. The editor has a choice then to send the content node back to the author with comments by changing the node workflow back to Draft. The workflow comment field can be seen below the workflow state switches.
Setting the document back to Draft will trigger an agitate action which sends and email to the author letting them know that you think they should work more on the content and resubmit it for review when they are ready. To change the wording of the Agitate email you would go to site configuration/Actions (/admin/settings/actions), and then select the configure button next to the "Agitate" action, and there you can edit the email text (this is a generic email, a one time edit, not to be customized each time - I only mention it in the case you might want to change the generic wording). You can also edit the email that is sent to the editor in the "Notify Editor" action (again this is generic email text for all cases).
When the Author is ready with the revisions they can save the content node as Review again, and the Author can also add a comment for the Editor. This will again trigger a Notify Editor action that sends an email to the ETC editor. The workflow comments can only be read by the Author and Editor and are not published with the node. The process of draft and review can be repeated as needed until the Editor feels ready to publish the Article/Event. To publish the node the Editor will save the workflow state of the node as Approved. This automatically saves the node as published (specifically it sets the node to published and saves it).
To create an author the ETC editor or admin needs to create a user and set the user's role to "Authenticated User". Users can also request a user account as usual. When the ETC Editor or admin approves the new user (user requests must be approved to become active users), if they are to be an author the Editor/admin will set the role of the new user to "Authenticated User". If desired the user might also be a Bio Editor which, for now are two distinct roles that have been kept separate. A user can have both roles, thereby being able to create new content nodes and also be able to edit their own bio page. (Unlike authenticated users, bio editors can not create content, they can only edit a bio for which they are set to be the author).