At Visus, we specialize in creating customized solutions that meet the unique business needs of our clients. Recently, we addressed a challenge faced by a client in the publishing industry. Their content approval workflow in Sitefinity needed to be more targeted and efficient, but the out-of-the-box functionality simply wasn't sufficient.
The Challenge:
The default Sitefinity workflow feature sends notifications to all users within a specified “approver” role. While this system works for basic content approval, it can result in unnecessary notifications to individuals who don't need to take any action. For our client, this mass notification approach created unwanted noise and disrupted their workflow.
Additionally, the client required a more sophisticated system that could handle multi-level approval processes, as well as automated reminders for pending tasks. The standard workflow tool lacked these advanced capabilities, making it difficult for the client to manage content approvals in an efficient and streamlined manner.
Our Solution:
To solve these issues, we developed a custom workflow notifier that leveraged Sitefinity's existing features while adding the functionality our client required. By overriding Sitefinity's default notification process, we tailored the system to send alerts only to the content owner rather than an entire role group.
Key elements of the solution included:
- Targeted notifications: Notifications are sent only to the relevant content owner when changes are made, eliminating unnecessary alerts to other team members.
- Scheduled reminders: Content owners now receive automated reminders after a configurable time period, prompting them to take action on pending content.
- Escalating notifications: After a set duration, non-IT administrators are notified to help expedite the approval or publishing process. This custom solution provided our client with a much more efficient content approval workflow that minimized disruption, reduced unnecessary alerts, and ensured the right individuals were always informed.
The Result:
Our client's content approval process is now more efficient, with targeted notifications ensuring that only the necessary people are involved in the approval process. Automated reminders and escalating notifications also helped keep things moving, preventing bottlenecks and improving overall productivity.
Lessons Learned:
This project reinforced the value of customization when dealing with complex workflows. Built-in tools, like Sitefinity's default workflow, are helpful for basic tasks, but they often fall short when it comes to meeting more nuanced business needs.
Additionally, targeted notifications are a simple yet effective way to improve efficiency. By ensuring that only the relevant stakeholders are alerted, teams can avoid the chaos of unnecessary emails, keeping everyone focused on what matters most.
Finally, collaboration with our clients is crucial to delivering the best possible solution. By thoroughly understanding their unique needs and requirements, we were able to create a customized solution that surpassed the limitations of the default workflow.
At Visus, we remain committed to solving the complex challenges our clients face, helping them optimize their processes and drive success.