AEM Workflows and Automation

12. AEM Workflows and Automation

Adobe Experience Manager (AEM) Workflows and Automation are powerful tools that allow you to automate and streamline various processes within AEM. Workflows enable you to automate content approval, publishing, asset processing, and other tasks. In this tutorial, we will explore AEM workflows and automation in detail and provide examples where applicable.

Prerequisites:

Before you begin, make sure you have the following:

• Access to AEM: You need access to an AEM instance, either hosted on your local machine or a remote server.
  
  
• User Account: You should have a user account with appropriate permissions to create and manage workflows in AEM.

Step 1: Logging into AEM

• Open your web browser and navigate to the AEM instance URL. It is usually something like 'http://localhost:4502' or your organization's specific AEM URL.
  
  
• Log in using your username and password.

Step 2: Accessing the Workflow Console

After successfully logging in, you'll be taken to the AEM authoring environment. To work with workflows, you'll need to access the Workflow Console.

• In the AEM authoring environment, click on the "Tools" tab in the top menu.
  
  
• Under the "Workflow" section, select "Workflow Console." This will open the Workflow Console where you can manage workflows.

Step 3: Creating a Workflow Model

A workflow model defines the steps and actions involved in a workflow. Let's create a simple workflow model.

• In the Workflow Console, click "Models" on the left panel.
  
  
• Click the "Create" button to create a new workflow model.
  
  
• Name the model (e.g., "Content Approval Workflow").
  
  
• Add workflow steps. For example, you can have steps like "Content Review," "Content Approval," and "Publish."
  
  
• Define the actions and participants for each step. For "Content Approval," you may specify that it needs approval from the "Content Manager."
  
  
• Save the workflow model.

Step 4: Initiating a Workflow

Now that you have a workflow model, you can initiate a workflow on a specific content item.

• In the AEM authoring environment, navigate to the content item you want to send through the workflow (e.g., a new article).
  
  
• Right-click on the content item and select "Start Workflow."
  
  
• Choose the "Content Approval Workflow" model you created.
  
  
• Prvide any necessary information or comments.
  
  
• Click "Start" to initiate the workflow.

Step 5: Workflow Execution

The workflow will now progress through its defined steps and actions. Participants will receive notifications and tasks based on their roles in the workflow.

For example, if the "Content Manager" is required to approve content, they will receive a task notification. They can then review the content, approve it, and the workflow will continue.

Step 6: Workflow Completion

Once all steps are completed, the workflow will finish, and the content will move to the desired state (e.g., published).

Step 7: Monitoring Workflows

You can monitor the progress of workflows in the Workflow Console. This allows you to see which workflows are active, who the participants are, and where they are in the process.

Step 8: Advanced Workflow Features

AEM offers advanced workflow features like parallel workflows, timed transitions, email notifications, and integration with external systems. These features can be configured in the workflow model to meet your specific automation needs.

Example:

Let's say you're managing a news website using AEM. You create a workflow model called "Article Publication Workflow" that includes steps for content creation, editorial review, and final publication. When a journalist writes a new article, they initiate the workflow for that article. The article goes through a series of steps, including review by an editor and final approval by the content manager. Once approved, the article is automatically published to the live website.

This tutorial provides a basic overview of AEM workflows and automation. AEM's workflow capabilities are highly customizable and can be adapted to various business processes and use cases. To explore more advanced features and configurations, refer to AEM's documentation and online resources on workflow management.