In the dynamic realm of content management, workflow management emerges as the linchpin to ensure that the right content finds its way to the right audience at precisely the right moment. Workflow systems are indispensable for streamlining content creation, review, and publishing processes, ensuring efficiency and accuracy. In this blog post, we’ll delve into the workflow processes of two potent platforms: Sitecore and Content Hub. Moreover, we’ll explore the intriguing question of whether assets should seamlessly flow from Content Hub to Sitecore or undergo a full Sitecore workflow process.
Efficiency Unleashed: Content Hub Workflow
Content Hub’s workflow journey for asset approval simplifies content governance into a two-step operation:
Content Creation: Content Creators initially craft assets, such as images, which reside in the “Create” section of Content Hub. This step allows them to finesse their content.
Approval: Once satisfied, the Content Creator clicks the “Approve” option, propelling the image from the “Create” section to the “Review” section. Here, a Reviewer takes the reins, assessing the asset’s readiness.
Reviewer’s Role: The Reviewer has the authority to either “Approve” the asset if it meets the criteria or “Reject” it with constructive feedback. Comments during rejection ensure the Creator understands what adjustments are needed. After this process, the asset (image) is ready for approval.
image source: https://www.youtube.com/watch?v=dr2MfsXfMyw
Seamless Transition: Content Hub to Sitecore
Once an asset is approved within Content Hub, it experiences a seamless transition to Sitecore. This automatic transfer ensures that the asset is readily available within the Sitecore environment for further integration and eventual publication on the website.
Similarities with Sitecore
The workflow approval process in Sitecore closely parallels that of Content Hub, often divided into two distinct roles: Content Author and Content Approver.
Content Author:
- Content Authors are responsible for content creation, including items like images.
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They can work on draft items and can submit their work for approval through the Experience Editor.
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Content Authors are primarily focused on content items within Sitecore and do not have access to templates, system elements, or layouts.
Content Approver:
- Content Approvers, like their counterparts in Content Hub, can push items to “Awaiting Approval” status and subsequently approve or reject draft items and their components.
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Once approved, items are automatically published.
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Like Content Authors, Content Approvers have limited access to Sitecore functionalities, concentrating on content items.
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Items can revert to draft mode after rejection.
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Content Approvers have access to a Workbox feature for tracking items awaiting approval.
image source: https://www.switchit.com/blog/sitecore/why-use-workflows.aspx
The Dilemma: Automatic Publication or Full Sitecore Workflow?
The intriguing question arises: Should assets from Content Hub be automatically published on the website, or should they undergo Sitecore’s comprehensive workflow processes as if they were created within Sitecore itself?
Based on the experiences of our clients, there are valid arguments for both options:
Automatic Publication
Pros:
- Streamlines the content delivery process, reducing time-to-publish.
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Ensures that approved assets from Content Hub are immediately available to website visitors.
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Minimizes duplication of workflow steps, enhancing efficiency.
Cons:
- May bypass Sitecore-specific quality checks and enhancements.
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Could result in content inconsistencies if not aligned with Sitecore’s content strategy.
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Some content governance features within Sitecore workflows may not be utilized.
Full Sitecore Workflow
Pros:
- Ensures that all content, regardless of its origin, adheres to the organization’s content governance standards.
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Allows for Sitecore-specific optimizations and customizations.
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Maintains a consistent workflow process for all content, enhancing quality control.
Cons:
- May introduce delays in content delivery.
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Can be resource-intensive, requiring additional approval steps.
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Requires careful alignment of Content Hub and Sitecore workflows.
Conclusion: Finding the Right Balance
In the end, the decision of whether to automatically publish Content Hub assets on the website or subject them to Sitecore’s workflow process depends on the unique needs and strategies of each organization. Striking the right balance between efficiency and content governance is key. Ultimately, both Sitecore and Content Hub offer versatile workflow capabilities, ensuring that content management aligns seamlessly with your organizational goals and standards.
