Workflow Management with Drupal 8
Did you know that setting up a content workflow is included in Drupal 8 core? It can be easily set up by simply turning on the Workflow and Content Moderation modules. The Workflow module gives you the ability to define a workflow and the Content Moderation module sets up a simple workflow for drafts and the ability to create more content moderation workflows.
Introduction to Content Moderation
If you aren’t familiar with content moderation in Drupal, let’s fix that with a quick overview of what that means. Without this module, Drupal content can only be in one of two states, published or unpublished. The content is either available to the public or it isn’t. Different users with different permissions can manage the publishing status certain types of content. All of this combines to make a pretty useful and normal experience. This should also seem like a normal experience for anyone that has ever used content management system.
Where the Content Moderation module comes in is when this workflow needs to be more than just on or off. This can allow for content to be placed into different statuses or states. With built-in states available, like Draft, content can be staged by one editor and then approved by a user with different permissions. In the publishing world, this matches workflows that exist for paper content, so this is an attractive feature for those in that vertical.
Set up in 5 minutes
Content Moderation in core provides a very simple but useful workflow. Simply turning on the Workflows and Content Moderation modules adds the Editorial workflow. The Editorial workflow adds the Draft state and sets up the content workflow to go from Draft to Published and provides an admin view for drafts that need to be moderated. Using permissions you can restrict authors to only be able to create and edit drafts. Then grant the "Transition drafts to published" permission to your editors and boom!—you have content moderation set up in a matter of minutes.
If you are running a Drupal 8 site and have multiple content contributors that need feedback, there is little reason to not use moderation. The out-of-the-box Content Moderation should be able to handle most situations. If that doesn’t quite fit the needs of your content workflow then there is still good news, you can create a custom workflow.
If you need a more complex workflow, you probably still don’t need to write any custom code. If it’s just content type, block, or paragraph based entities that you are building a workflow for, you can just create a new workflow based on the "Content" moderation type. Different states can be defined, for example let's say you have the states draft, ready for review, ready for second review, reviewed, and published. Next you need to define the transitions, for example one transition for the above states would be “move ready for review to ready for second review”. These transitions are going to be what you give different user roles permission to do. After that is set up, you and your team are ready to roll with your new workflow.
Another example of a custom moderation workflow could be for a site that publishes to multiple platforms. A workflow could be set up to allow the editors of different platforms to approve content onto the system they manage. Let’s say you have a front-facing site, a native app, and an internal portal. You can create a workflow that goes through moderation for the front-facing site and then adds content to a queue to be published or declined for each of the other outlets. This is just one of the many possible use cases for a custom workflow.
If you need to extend Workflow further, maybe for a custom entity, you can write a WorkflowType plugin that covers your needs. This can be used for any entity that needs to change states, so think beyond the idea of content moderation. It could be used for steps in a manufacturing process, or steps for ordering in a restaurant app, the possibilities are limitless.
Do you need it?
Workflows are super powerful and moderation comes mostly ready to go with Drupal core but does that mean you should always use them? On some sites with only a handful of admins and not a lot of roles, it may be more cumbersome than useful. Just because workflows are an option, it shouldn’t be implemented unless your users understand the human element of a workflow. Moderators should know their role in content moderation. If most of your authors have admin privileges and can just push content straight through the flow, then your workflow is mostly standing in the way of being efficient. Every good workflow should start with a meeting of your entire editorial team, and have things worked out on a whiteboard or Slack channel first. Workflows are amazing as long as everyone understands their role in the publishing chain.