Short Answer
Workflow in Adobe Experience Manager (AEM) is a framework that automates the process of creating, reviewing, and publishing content. It provides a sequence of steps, known as a workflow model, that various participants can follow to complete a process.
Understanding Workflows in AEM
Purpose of Workflows
AEM workflows are designed to:
- Streamline complex business processes.
- Enforce business rules and content approval processes.
- Automate repetitive tasks and operations on content nodes within the JCR.
- Integrate with external systems and services.
Components of a Workflow
Workflows in AEM consist of:
- Workflow Models: The definition of the workflow including the steps, participants, and actions that should be taken.
- Workflow Instances: Individual executions of a workflow model.
- Workflow Steps: Individual actions within a model, which can be either participant steps (requiring human interaction) or automated steps.
- Workflow Engine: The underlying service that manages the execution of workflows.
Using Workflows in AEM
Creating Workflow Models
To create a workflow model in AEM:
- Access the Workflow Console: Navigate to the AEM Workflow Console through the Tools menu.
- Create a New Model: Use the ‘Create’ option to define a new workflow model.
- Design the Workflow: Add steps, assign participants, and configure the sequence of steps using the drag-and-drop editor.
- Save the Model: Once the workflow model is configured, save it for activation and use.
Executing Workflows
To execute a workflow:
- Select Content: Choose the content that needs to go through the workflow.
- Start a Workflow: Initiate a workflow instance by selecting the appropriate workflow model.
- Participate in the Workflow: Users involved in the workflow will receive tasks and notifications to complete their steps.
- Complete the Workflow: Once all steps are completed, the workflow engine finalizes the instance, often resulting in the publication or modification of content.
Managing Workflows
When managing workflows, you should:
- Monitor Active Instances: Keep track of running workflow instances to ensure timely completion.
- Archive Completed Workflows: Set up policies for archiving or purging completed workflow instances to maintain system performance.
- Adjust Workflow Models as Needed: Update workflow models to reflect changes in business processes or requirements.
Transient Workflows
To optimize high ingestion loads you can define a workflow as transient.
When a workflow is transient the runtime data related to the intermediate worksteps are not persisted in the JCR when they run (the output renditions are persisted).
The advantages can include:
- A reduction in the workflow processing time; of up to 10%.
- Significantly reduce repository growth.
- No more CRUD workflows are required to purge.
- In addition, it reduces the number of TAR files to compact.
Best Practices for Workflows in AEM
Efficient Workflow Design
- Design workflows that are clear and as simple as possible to avoid unnecessary complexity.
- Ensure that each step is necessary and adds value to the process.
Security and Permissions
- Assign steps to appropriate users or groups with the necessary permissions.
- Regularly review and update permissions as roles and responsibilities change.
Performance Considerations
- Avoid overly long-running workflows that can consume system resources.
- Use automated steps where possible to reduce manual interventions and speed up the process.
- Use transient workflow where it applies
Testing and Maintenance
- Thoroughly test workflows before deploying them to production.
- Monitor the performance and user feedback to refine and optimize workflows over time.
Conclusion
Workflows in AEM are essential for automating content-related processes, ensuring consistency, enforcing governance, and improving efficiency. They support collaboration between content authors, editors, and reviewers, and can be customized to fit intricate business requirements. Proper design, execution, and management of workflows are critical to harnessing their full potential and ensuring the smooth operation of content management activities in AEM.
