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Case Study: Our Media

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    Using Drupal: Managing Publishing Workflows Case Study: Our Media
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    with Addison Berry
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    For a project that has a lot of content
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    or a lot of different users involved in your content process,
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    getting your site structure set up initially is great,
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    but it's sort of only the beginning of the work.
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    When you have more than a few people who are involved
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    in your entire process for publication on a site,
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    things can get complicated really quickly.
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    Websites like newspapers or online magazines or honestly,
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    any site that has a lot of content or a lot of different people
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    involved, or in particular, a combination of the two,
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    are going to need some kind of tool to help with the review process.
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    They need to be able to review and edit and publish things
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    in a way that doesn't step on each other's toes.
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    So in this series, we're going to be building out
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    a full editorial workflow process for a new site.
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    In this lesson, we're going to look at the use case-- what
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    is the project that we're building, what
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    are the requirements that we need to meet?
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    And then we're going to talk about how we're going to implement-- what
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    contributed modules, what aspects of core
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    are we going to use so that we can meet the needs of our client
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    in this particular use case.
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    So let's get started and see what we're going to be building.
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    Ourmedia is a Vancouver based independent news website.
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    The content is mainly produced by volunteers,
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    and there's a small staff of paid editors who
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    actually manage the website for everything.
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    And they make sure the volunteers know where the next press
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    conference is taking place or things that
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    need to actually be reported on.
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    And they go ahead and do the process for reviewing, editing, publishing,
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    making sure everything actually works on the website.
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    Now, recently the site has grown.
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    It's gotten really popular.
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    And they've decided that they need to delegate some
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    of this editorial workflow because the small team is just not
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    able to actually keep the throughput going.
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    So after they've had a couple of meetings,
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    they've decided that they want to have a few upgrades to their site.
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    So the main things that they're going to want
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    is they want to be able to have each team who works on sort
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    of a general topic of content on the site,
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    to be able to manage that content themselves.
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    So we want to be able to have groups.
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    So if we have something that's say in the culture section of the site,
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    we want to be able to have the culture team be able to manage all
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    of that content without having to use all of the actual staff time
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    to manage all of that.
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    So as part of setting that up, they want
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    to be able to make it so that each team can see the stuff that's
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    in their section, and also be limited to that,
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    and not see all of the other things.
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    They could give everyone on the site access to everything,
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    but that would be a little bit overwhelming for a lot
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    of these volunteers.
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    And it could create confusion between various teams working
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    on things.
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    So we want to have an editorial interface that the volunteer
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    editors are going to be able to easily find
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    what it is that they need to work on.
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    And the editors should be able to review that content
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    and send it back to the reporter if needed,
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    and talk about what is happening there.
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    They need to be able to edit the content
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    and then move it through sort of a pipeline or a workflow
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    to know what state content is currently in,
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    and what the next step is, and when is
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    it actually ready to be published.
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    So in terms of actually implementing this,
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    one of the things that Drupal core does
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    is it allows administrators to change the default
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    publishing settings for each content type.
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    So we go into just a content type, say, and we edit.
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    If you scroll down, you can see that we have publishing options.
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    So is it published by default or not-- promoted
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    to the front page and that kind of a thing.
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    So core provides us with that stuff.
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    The process of actually checking whether something's published
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    or not, going into the individual piece of content,
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    checking the publish box, is kind of a pain.
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    And so what we're going to be looking at
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    is using the workbench module to help
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    us ease this entire workflow that we need.
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    One of the nice things that workbench module provides
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    is this My Workbench menu item.
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    And if I go here, I essentially get a dashboard of the content
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    that I'm responsible for or dealing with.
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    And I'm logged in as an admin, so I'm seeing kind of everything,
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    and sort of maybe something a staff member
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    would actually end up seeing.
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    So I have this wonderful little dashboard.
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    I can go here, I don't have to go into the content listing of Drupal
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    core and figure out what's happening there.
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    I get everything that I need that's pertinent to me
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    right here in this dashboard.
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    Workbench integrates really well with Drupal core,
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    so you don't have to necessarily use lots of different workbench-isms
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    as it were.
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    For example, Workbench integrates really well
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    with the Drupal core taxonomy module.
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    So we can use the taxonomy that we want
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    to have on the site for our sections.
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    And workbench will be able to use that,
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    instead of as having to also create something
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    else specific for Workbench.
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    One of the things that we want to be able to also do
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    is limit what people have access to in terms of their designated
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    section or their topic that they are allowed to be working on.
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    So once we set up the taxonomy on the site and we have Workbench,
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    we can use Workbench access to indicate what sections we have
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    on the site and who's going to have access to those.
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    In this site that we've built, we have
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    a new section-- this is a vocabulary.
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    And then these are the terms within that vocabulary.
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    Now again, as an admin I have access to the entire news section.
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    But we're going to create roles and users who only have access
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    to these individual topics within the news section.
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    And that's going to be able to give us that limited Workbench view.
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    For people who should only be able to access to culture,
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    that's all they're going to see.
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    The last big piece to this is actually creating a workflow,
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    so that we can actually see what states a particular piece
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    of content needs to move through in order
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    for it to get to be published.
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    So in addition to Workbench and Workbench access,
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    we're also going to be using Workbench moderation, which
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    is another part of that Workbench package when you download it.
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    This lets you create custom states.
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    And then lets you indicate which states a piece of content
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    is allowed to move between and who is allowed to move it.
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    So if I look at my drafts, this is my content
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    that I've actually had some activity on.
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    And you can see that I can moderate this.
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    It's currently in a Needs Review state.
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    And I can move it to any of the other states
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    that we have created on the site already.
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    So when it's finally ready for publication,
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    we can publish it from here.
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    Or if we need to bounce it up to a higher level of review,
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    I can do something like that.
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    And that changes the moderation state and whoever's access
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    to that will be able to see that.
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    So Workbench is definitely going to be the main tool that we're using.
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    And we're going to integrate that with taxonomy along with path auto
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    just to give us some nice URLs and some easy ways
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    to track where our taxonomy terms are
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    in terms of navigating around the site.

Case Study: Our Media


When many people are involved in your site publication workflow, things can get complicated quickly. In this series, we’ll build out a full editorial workflow process for a new site.

In this lesson, we're going to look at the use case -- what is the project that we're building, and what are the requirements that we need to meet? Then we’ll discuss which contributed modules and aspects of the core we’ll use to meet the needs of our client in this use case. We’ll set up editorial teams so each team can work on its own section, and allow administrators to change the default publishing settings for each content type. We’ll use different parts of the Workbench module to help us ease this entire workflow that we need, and create roles and users who only have access to specific topics.