University of New South Wales - BEES Home - myCMS

The authoring process allows content generation to be placed in the hands of those who know and deal with the content day by day (Authors). The approval process is to ensure the information placed on the BEES website conforms to UNSW web guidelines (Approver). A record of the authoring/approval workflow and all content changes is kept for all modifications to the Site. This is a requirement by law under NSW state legislation.

TO HAVE A DOCUMENT APPROVED

After previewing and checking the page as a html document, click on the 'Close' button in the Data Capture Record. The following dialog box comes up:

Click 'Cancel' if you want to work on other pages and submit them all together later [if you have modified, saved and closed a number of pages, you may submit all at once by clicking the check boxes in the Files Tab and then click on 'Submit'].

Click 'OK' to send the file(s) for approval. Select the type of page you want to have approved. Generally this will be 'Content Approval'

Complete submission screen

Enter comments: This should always be preceded with BEES and then a brief explanation of the changes you have made. There are literally hundreds of jobs underway throughout UNSW at any one time and by using the prefix 'BEES' allows administrators to more easily locate the job in the event of a breakdown.
Select David Perdriau. Do not select 'BEES Approver' as this is an alias and the job may not be approved.
Change time out, if required.
Note: Once you send the file for approval it will be locked. It cannot be edited or modified either by you or anyone until it has been approved (when it will be deployed to the live site) or rejected (and returned to you for re-editing). If you send the file for approval and then realise that particular approver is absent you will not be able to re-assign it to another Approver until it 'times out'.
Click the 'Run Job' button.

An email will be generated and automatically sent to the Approver you have selected notifying them there is a page to be approved.

The Approver will check the page to ensure it conforms to UNSW web guidelines and either approve or reject the page. In either case an email will be automatically generated and sent notifying you of the result. If the page is approved, it will automatically be deployed to the live site. If it is rejected it will be returned to you for additional editing.

REJECTED PAGES

If your page is rejected you will receive an email explaining why the page was rejected.

Click the Edit tag to the right of the DCR (NOT the html page).

This will open the DCR for re-editing.

Carry out the recommended changes, preview the page and when satisfied click 'Save'.
'Close' the DCR. Although the DCR will close, a Submit screen will not appear in this instance.
Select Finish at the top right of the Tasks pane, a pop-up screen will now appear for you to add comments.
Click OK and the page will be returned to the original approver's Task List.