Workflows turn the basic ContentGems building blocks into an advanced power tool: You can merge content from multiple sources, e.g., you can mix articles from multiple Feed Bundles and Filters into a single content stream. Then you can re-use the curated content in multiple places, e.g., the daily curation can go to social media and a website widget, and the best articles can go into a weekly email newsletter. You can also use Workflows to semi- or fully automate your content curation.
Workflows can connect all the ContentGems pieces. They pull in new content from Filters and Feed Bundles, notify you that there is new content, let you curate it, and then push the curated content to your selected Destinations.
Workflows typically run once per day, and during each run they perform all the configured Actions in sequential order.
Workflows can be very simple, with one or two Actions, or they can get very complex with multiple Workflows interacting with each other and pushing information from many sources to many Destinations.
Elements of a Workflow
A Workflow consists of the following elements:
The trigger is either "Manual" or "Scheduled. Each trigger will kick off a new Workflow run. You can run your Workflow daily, on business days only, or once a week or month.
A Bucket associated with each Workflow holds the Workflow's fresh and archived Articles. You can switch the view in the Workflow's curation space between fresh and archived Articles. You can move items between the two states. You can also choose what happens to existing fresh Articles when a new Workflow run starts. Typically you would archive any existing fresh Articles before you add new ones. However, there may be cases where you want to keep them fresh, and just add more fresh ones.
One or more Actions
The Actions perform tasks related to input, curation, and output of Articles. The Actions will be performed during each Workflow run, in the given order. The input Actions add new Articles to the Bucket and mark them as fresh. The curation Actions give you an opportunity to review the found Articles. And finally, the output Actions will move the remaining fresh Actions to one or more Destination, or to other Workflows.
Configuring a Workflow
You set up a Workflow once, and then just let it run.
Automated vs. manual sharing
Depending on your situation, you can use one of two strategies for sharing curated Articles:
This strategy is well suited for light ContentGems usage where you are mostly interested in reading the recommended Articles for your own learning, and once in a while you want to share an Article. In this strategy, you don't add any "Sharing" Actions to your workflow, but you rely on the tools available in the curate view. To share an Articles Index manually, select the Article (or Articles) you want to share in the curation workspace, and then select the "Share all selected Articles" button. This strategy is also referred to as "opt-in sharing".
This strategy is ideal if your primary use of ContentGems is to share curated Articles regularly, and possibly to multiple Destinations. To use this strategy, you need to set up your Workflow with a "Hold" Action, and one "Sharing" Action for each Destination you want to publish to. Once set up, when it is time to curate, select the unwanted Articles in the curation workspace and then select "Archive all selected Articles". Now you are left with the shareable fresh Articles only. Continue the Workflow so that the fresh Articles will be processed by the output Actions. This strategy is also referred to as "opt-out sharing".
Replace vs. append
If you want to save Articles for later, you may not want to archive existing Articles in a Workflow's Bucket. In that case you can select to leave fresh Articles marked as fresh and just add the new ones above.
You use Actions to specify which tasks a Workflow should complete. Please see the Actions section for more details.
Using a Workflow for curation
After your Workflow is set up, it will start recommending Articles to you. You can now curate the recommendations each day, read them, and share them with others. Whenever the Workflow runs, it will typically send you a preview of the recommended Articles as a reminder that there is new content. You can then follow the "Curate" link in the preview email to go directly to the Workflow's curate space. Here you are presented with all fresh Articles.
If your Workflow is configured for automated sharing you just remove any unwanted Articles by selecting the "Archive" button next to each one. You can then edit the desired Articles by clicking the "Edit" icon next to each one. Here you can adjust the title, excerpt, and which image to use. Once you are happy with your curation, you can continue Workflow processing by selecting the "Hold" button in the right sidebar. The later Actions will do their job and publish your selected Articles to the Destinations. Your job is done. You can leave the Articlesas is. The Workflow will archive them the next time it runs.
If your Workflow is configured for manual sharing you just select the desired articles and share them by selecting the "Share all selected Articles" button. That's all. You can leave the Articles as is. The Workflow will archive them the next time it runs.
Adding Articles manually
ContentGems will automatically add lots of great Articles to your Workflow. However, sometimes, you will find a really good Article outside of ContentGems. You can easily add it to a given Workflow by selecting the "+ Add Article" button in the curation space tool bar.