Create a User Story Content Item

The User Story content type is used to allow authenticated users to submit stories or articles through your live site. Submitted stories go through an approval process, and designated approvers can approve or reject stories while signed in to the site. Creating the approval process is a manual process that must be completed in Salesforce.

There are three content templates in the User Story content type:

• User Story Approvals. Displays a list of stories that require approvals (only designated approvers can see the list).
• User Story Summary. Displays a summary list of approved stories.
• User Story Detail. Displays the details of an individual story.
• In addition to these content templates, you must also use the Form content template—included in the Form core content type—to create the form for users to submit stories.

Create an approval process

An approval process must be configured for the User Story custom object in Salesforce before user stories can be submitted on your live site. This section provides instructions for creating a simple approval process to manage user-submitted stories. For this purpose, we recommend that you keep your approval process simple, and keep in mind the following:

Users can’t recall approval requests through OrchestraCMS.

Users can’t manually select an approver through OrchestraCMS.

Before you create an approval process, you should have at least one email template created for sending an email to approvers when a new user story is submitted.  

Create a user story approval process in Salesforce

1. In Salesforce Setup, expand Create, and then expand Workflow & Approvals.
2. Click Approval Processes.
3. From the Manage Approval Processes For list, select User Story.
4. Click Create New Approval Process, and then click either Use Jump Start Wizard or Use Standard Setup Wizard.
   
5. Follow the remaining steps to create your approval process; you should already have an email template created to associate with the Approval Assignment Email Template field—this is the email template that is sent to approvers when a new user story is submitted.
6. Go to the detail page for your approval process. You might be directed there automatically after creating your approval process, or you can go there any time from Salesforce Setup by doing the following:
   • Expand Create, and then expand Workflow & Approvals.
   • Click Approval Processes.
   • From the Manage Approval Processes For list, select Approval.
   • Click the name of your approval process.
7. In the Final Approval Actions area, click Add New, and then click Field Update.
   
8. Enter a name for the field update in the Name field, and the Unique Name field will automatically populate.
9. From the Field to Update list, select Status.
10. In the Specify New Field Value area, click to select A specific value, and then select Approved from the list.
11. Click Save.
12. In the Final Rejection Actions area, click Add New, and then click Field Update.
13. Enter a name for the field update in the Name field, and the Unique Name field will automatically populate.
14. From the Field to Update list, select Status.
15. In the Specify New Field Value area, click to select A specific value, and then select Rejected from the list.
    
16. Click Save.
17. Add approval steps and other actions as required for your approval process; for user story approval, we recommend a simple, one-step approval process.
18. After your approval process is completed, click Activate. Once an approval process is activated, you can’t add or remove approval steps, and some approval step attributes will not be editable unless it is deactivated.
    

Create a form to submit stories

The form for users to submit stories is created using the Form content template included in the core Form content type.

The following procedure includes the minimum recommended steps for creating a user story submission form. Although you can add other elements to the form, it is not recommended that you include fields from other objects.

Create a user story submission form

1. Create a content item using the Form content type and Form content template. (If you have the Form content template added to a different content type, you could alternatively use that content type.)
2. Open the content item in the content editor.
3. From the Salesforce Object list, select User Story.
4. Click to expand the User Story Fields list, and drag the following fields into the appropriate cell in your form table:
   • Title. In the Add Field dialog, we recommend that you select the Required box to make this field mandatory.
   • Story. In the Add Field dialog, we recommend that you select the Required box to make this field mandatory.
   • Attachment. This field is optional; it allows users to add images to their stories (although this field allows users to select files other than images, only images will display correctly).

5. Click to expand the Form Elements list, and do the following:
   • Drag the Text element to each cell in the form table that should contain a label for the included fields; when the element is dropped in a cell, you can enter a label in the simplified rich text editor included in the Add Field dialog.
   • Drag the Submit Button element to the cell that you want the submit button to appear; when the element is dropped in a cell, you can customize the text that appears on the button in the Add Field dialog.
6. Click in the Confirmation Page box, and in the Select Link dialog, select the page that was created to display a confirmation message after a user submits a story—if the page is not yet created, you can select A page in this CMS from the Link To list, and then beside the Page box, click New to create the page.
7. In the Actions panel, click Save.
   
   

Display a list of the stories that are pending approval

The User Story Approvals content template generates a list of user stories that are pending approval. Designated approvers can sign in to the site and view the User Story Approvals content item to approve or reject user stories. Each user will only see the stories they have the ability to approve. Users who do not have any pending approvals assigned to them will see a message: “There are no pending approvals.”

Additional measures can be taken, such as the use of private sharing or content targeting, to ensure that users who are not approvers do not have access to the list of pending approvals.

How to use the User Story Approvals content template

1. In the content editor, in the Maximum box, enter the maximum number of user stories that you want to display in the pending approvals list. Leave blank to display all user stories that are pending approval.
2. In the Actions panel, click Save.

After the content item is placed on a page and published to the live site, approvers can sign in to approve or reject user stories. User stories are listed in the order they were submitted, with the oldest stories appearing at the top of the list. Each user story is displayed with the title, story, image (if applicable), submitter’s name, submitter’s Chatter profile image, and date and time of submission. For the approver, there is a box to enter comments and buttons to approve or reject the story.

Approve or reject user stories

1. Sign in to your live site and navigate to the page that contains the User Story Approvals content item.
2. Do the following for one or more stories in the list:
   • Review the story.
   • Optionally, enter feedback in the Comments box.
   • Click either Approve or Reject.
3. Optionally, refresh your browser to see the updated list of stories that are pending approval.

Create a user story detail page

The User Story Detail content template is used to create a user story detail page. The detail page is used to dynamically generate the details of an individual user story when a user selects a story from a summary list.

There are no editable fields for the User Story Detail content template. Adding the User Story Detail content item to a page creates the user story detail page. This page must then be associated with the relevant User Story Summary content item, which is used to create the user story summary list. For more information on creating a user story summary list, see the next section.

Display a summary list of approved stories

The User Story Summary content template displays a list of approved user stories. Each user story is displayed with the title, image (if applicable), submitter’s name, submitter’s Chatter profile image, and date and time of submission. The title of each story is a link that directs to the user story detail page, which dynamically renders the full details of the selected story.