The workflow module allows the creation and assignment of arbitrary workflows to Drupal node types. Workflows are made up of workflow states. For example, a workflow with the states Draft, Review, and Published could be assigned to the Story node type.
Transitions between workflow states can have actions assigned to them. In our example, we could assign an action so that when the story moves from the Draft state to the Review state an email is sent out. Another action could be assigned to the transition from Review to Published so that the node's status is set to Published (and becomes visible on your website).
If you are interested in the future of the workflow module, please join the workflow group on groups.drupal.org.
Watch the FOSDEM 2005 video where John VanDyk presents actions and workflows if you are unfamiliar with the concepts (video is at homepage.mac.com/drupal/*-drupalconf-workflow.ogg (replace the * in the filename with the word 'please') and requires something like VLC).
If you are still using Workflow 5.x it it strongly recommended that you update your site to Drupal 6 or 7.
Notes: If you are upgrading from Drupal 6 to Drupal 7 versions of Workflow, please be aware that there has been a complete overhaul of module layout. Many features of the module have been broken out into sub module that you will need to activate. There is an UPDATE.txt file in Workflow, please read it.
Developer notes: Part of this overhaul was a change in API functions. If you are upgrading your module to support Workflow in Drupal 7 please review the available functions. In addition: $node->_workflow has been removed in favor of the more standardized $node->workflow value.
NEW in 7.x-1.1
The Workflow_Search_API module adds the workflow state name to the entity so it is available in search_api as a facet and field.
The 7.x Workflow_Admin_UI module has been greatly overhauled. I believe the changes to make the UI much more useable by segmenting the old, hugely complex page into smaller parts that are separately viewable. Additionally, the states for a workflow are now in a drag-and-drop table, which makes reorganizing the states much easier.Additionally, there is a new permission, "participate in workflow," which allows you to limit which roles to show on the workflow edit screen, thereby simplifying it even more. Run Update.php after downloading this version (currently -dev).
A new Workflow_Cleanup module was created in response to #1347116: States don't get removed when a workflow is deleted. Use it with caution (as in back up your database).
There was VBO support in the workflow_actions module but people didn't want to enable that module just to get VBO. So now, the VBO functions have been pulled out into their own module.
NOTE: #1961426: Add State Error - Strict warning: Only variables should be passed by reference in workflow_get_workflow_states_by_sid() seems to indicate issues with PHP 5.4. Drupal, in general, does not recommend using PHP 5.4.