Function and Purpose
With workflows you can define custom approval processes for articles. Instead of an author publishing directly, Joomla can specify which steps and user groups are involved. This helps editorial teams or groups keep control over which content goes live and when.
Structure of a Workflow
- Phases (stages): Each article sits in a specific phase, e.g. “Draft”, “For Approval”, “Published”.
- Transitions: Define who can trigger the next step — for example, an editor moving an article from “Draft” to “Review”.
- Roles and permissions: Managed via user groups and access rights (ACL).
Typical Use Cases
- Team editorial: An author writes, an editor reviews, an administrator publishes.
- Approval processes for client sites: Clients can prepare content and the agency approves it.
- Versioning: Combined with versions, changes can be tracked and previous states restored.
Important Notes
- Optional to enable: Joomla uses a simple publishing process by default. Workflows are only necessary if you need complex approvals.
- No plugin required: Workflows have been part of the Joomla core since version 4.
- Define roles: A clear process requires aligned user groups and appropriate permissions.
- Create transparency: The workflow status lets everyone involved see which stage an article is in.