Consider an example. A content team at a large e-commerce company is always scrambling to meet deadlines. Content might be produced very quickly, but the workflow process of review and approval is straining the ability to launch products and marketing campaigns. When you have a platform like Adobe Experience Manager (AEM) and its custom workflow solutions, you’re able to take control of the content workflow chaos. 

In this guide, we’ll show you how to create custom workflow in aem, which will make it possible to change this chaos into a smooth, automated flow. You will learn how to plan, create, and implement workflows that are designed to meet your teams precise needs, thereby getting content to market more quickly and effectively. Irom Technologies will demonstrate the possibility of content workflows through AEM. A well-thought-out workflow strategy will help you improve time-to-market and cut operational overhead, which are benefits that every enterprise wants.

Basics of AEM Workflows

AEM workflows automate tasks. As a result, they drive content through a controlled process. This provides consistency and reduces manual tasks. At Irom Technologies, we appreciate the need for a timely process in effective content management. Furthermore, automation reduces the number of repetitive manual steps in your publishing process.

What is a Workflow?

A workflow is a series of steps. In essence, these steps can automate a specific business process. You can think of it as a digital assembly line for your content. Similarly, workflows help enforce organizational standards across different teams and regions.

Key Components of an AEM Workflow 

• Models: Model is the framework of your workflows, which consists of a sequence of steps. 

• Steps: Steps can be the individual actions inside a workflow, such as approving content or publishing.

• Launchers: Launchers trigger workflows based on specific events. For example, if a user creates a new page, the launchers will start the workflow.

• Workflow Instances: This is the currently running instance of your workflow model. Whenever, any piece of content goes through the process, it creates a workflow instance.

In addition, these components work together to deliver a cohesive content pipeline.

Step-by-step procedure on building a custom workflow in AEM

There are important steps to take building a custom workflow in aem. Fortunately, we can help you through all of the steps. Notably, having a structured approach improves the accuracy and consistency of your workflow deployment.

1. Planning Your Workflow

When building a workflow, first have an idea of your workflow.

• Identify Process: What steps are currently taking place? Who are the relevant stakeholders?

• Identify Triggers: What event will start the workflow? Such as, content being created or modified.

• Identify Actions: What will happen at each step? Consider tasks like review, approval, publishing. 

• Map the Flow: How do the steps run into each other? It could be useful to use a flowchart.

2. Creating the Workflow Model

At this stage, the workflow model is a cornerstone. The AEM Workflow Editor creates it.

• View the Workflow Editor: Go to Tools > Workflow > Models.

• Add a New Model: Select “Create” and enter a name.

• Add Steps: Select and drag components from the sidebar. The components represent actions.

• Configure Steps: Each step has properties that must be configured, for example, assigning a reviewer in an approval step.

• Define Transitions: Connect the steps to define transition paths. Use the “Transition” option to link steps.

Additionally, consider naming each step clearly so future editors understand the logic.

3. Implementing Common Workflow Steps

AEM offers various built-in workflow steps. Additionally, you can also create custom workflow steps.

• Process Step: A process step executes custom Java code. This allows complex logic. Irom Technologies can develop these custom components.

• Participant Step: This step represents a task assigned to a user or group. The task must be completed to continue the workflow.

• Review Step: A review step is a specialized participant step that reviews and approves content.

• Publish Step: A publish step activates your content for your publish instances.

• Service Task: A service task integrates with external systems or services.

Furthermore, these components allow scalability as your needs grow.

4. Creating Custom Workflow Steps

For special requirements, you can create custom workflow steps.

• Create a Java Class: Write the Java code that will perform the action you want. This class must implement the WorkflowProcess interface.

• Register the OSGi Service: Put your compiled code into an OSGi bundle and register your class as a service.

• Create a Workflow Step Component: Create a component in AEM that uses your OSGi service. This component will appear in the Workflow Editor.

• Configure the Component: Configure your component with properties that can be customized.

As a result, your workflow can handle complex business logic specific to your organization.

5. Setting up Workflow Launchers

Launchers automate starting workflows.

• Access Launchers: Go to  Tools > Workflow > Launchers.

• Create a New Launcher: Select “Create” and set the properties.

• Define the Event: Define the event that will initiate the workflow (for example – when a node is created – or modified…)

• Choose the Workflow Model: Choose the workflow you want to initiate.

• Define the Path: Define a path to the content where the launcher is active.

6. Testing and Producing Your Workflow

Before going live, it is essential to perform thorough testing.

• Test with Sample Content: Be sure to use content that matches your launcher configuration.

• Monitor Workflow Instances: Keep track of your test workflows as they run, with a particular emphasis on errors.

• Refine and Iterate: Use the results of your tests to refine and iterate your workflow model and steps.

• Deploy to Production: Upon your confidence in the performance and reliability of your workflow, you will activate your workflow model and launchers on the production environment. Irom Technologies can help with the transition to production.

Advantages of Custom Workflow Solutions

Clearly, there are many advantages of custom workflow solutions.

• Shape Content Available: Automate repetitive processes for your team.
• Uniform Content: Your content follows a repeatable process.

• Fewer Errors: Manual errors are reduced.

• Time-to-Market: Content publishes quicker.

• Better Collaboration: Task allocation, communication, and sharing work.

• Governance: Maintain control over your content life cycle. Irom Technologies can help organizations have increased governance through effective workflows.

Working With AEM Workflow Management Solutions

AEM offers solutions capable of dramatic workflow management capabilities. Thanks to its flexibility, AEM can meet changing business needs. Moreover, custom workflow in AEM gives you straightforward control over content utilization. At Irom Technologies, we can assess your needs and provide consulting services to optimize your workflow management solutions.

To Wrap Up

Creating a custom workflow in AEM allows your organization to efficiently manage content. When you understand the purposes of workflow and the fundamental concepts of workflow management, you have the basis to implement powerful automation. Irom Technologies has a proven track record as a partner and reliable resource for implementing AEM workflows. Their experience and expertise in developing workflow management solutions will maximize the benefits of AEM workflow management solutions for your organization.