Plone Workflow Customization Guide

Plone workflows control content review and publishing. Custom workflows help manage complex processes. This guide explains how to customize them.

Understanding Plone Workflows

Workflows define content states and transitions. They determine who can edit, review, or publish content. Plone comes with default workflows.

The default workflow may not fit all needs. Custom workflows solve this. They match specific business processes.

Workflow Components

Plone workflows have three main parts:

• States - Content stages like private or published
• Transitions - Actions between states like publish or reject
• Permissions - Who can perform transitions

Creating a Custom Workflow

First, identify your content process. Map all states and transitions needed. Then create the workflow XML file.

Here's a basic workflow example:

<dc-workflow>
  <title>Custom Workflow</title>
  <state state_id="draft">
    <title>Draft</title>
  </state>
  <transition transition_id="submit">
    <title>Submit for Review</title>
    <source state="draft"/>
    <destination state="pending"/>
  </transition>
</dc-workflow>

This creates a simple draft state with submit transition. The state_id and transition_id are unique identifiers.

Adding Permissions

Control who can perform transitions. Use <permission> tags in transitions. Assign roles like Reviewer or Editor.

<transition transition_id="approve">
  <title>Approve</title>
  <permission>Review portal content</permission>
  <source state="pending"/>
  <destination state="published"/>
</transition>

Only users with Review portal content permission can approve. Learn more about Plone permissions.

Advanced Workflow Features

Plone workflows support advanced features:

• Scripts - Run Python code during transitions
• Variables - Store workflow data
• Groups - Assign transitions to specific groups

Here's a script example:

def notify_reviewers(context, event):
    """Send email to reviewers when content is submitted"""
    # Get reviewer emails
    # Send notification
    pass

Register this script in workflow XML. It runs when content is submitted. For more events, see Plone event systems.

Testing Your Workflow

Always test workflows thoroughly. Check:

• All transitions work
• Permissions are correct
• Content moves between states

Use Plone's portal_workflow tool. It helps manage and test workflows.

from Products.CMFCore.utils import getToolByName
workflow = getToolByName(context, 'portal_workflow')
workflow.getWorkflowById('custom_workflow')

Best Practices

Follow these tips for better workflows:

• Keep workflow names clear
• Document each state and transition
• Use groups for complex permissions
• Test with real users

For large sites, consider optimizing queries. Workflows affect performance.

Conclusion

Custom Plone workflows streamline content processes. They ensure proper review and publishing. Start simple and add complexity as needed.

Remember to document your workflow. Test it thoroughly before deployment. With practice, you can build any content process.