Workflows and pending changes.

Hello,

We are currently migrating our website from Kentico 13 to Xperience and we're having trouble figuring out two things regarding workflows.

First off, we created a workflow that makes it so only a certain role can publish pages and this works really well. Basically, an Editor creates an article and only the Administrator is allowed to publish it.

Now, back in Kentico 13, Administrators would have access to the "Pending pages" application to see pages that require their approval. This does not seem to exist in Xperience. So my first question is, how can a user, in this case administrators, see the pages that require their attention? I would of expected a view similar to the "Pending pages" application or an easy way to filter the pages in the "Channel" application based on their status.

Secondly, while workflows help me force a step before an Editor publishes something, there does not seem to be any mechanism letting me block them from unpublishing something. Workflows only seem to work from "Draft" to "Published" status. They completely ignore the "Unpublished" status. The only way I found to block a role from unpublishing, is removing them the right to "Edit" a page via the permission tab of a page, but then they can't edit the content. So my second question is, how can I prevent a role from unpublishing a page, or at least, make it go through a workflow that requires an approval.

Thanks in advance.

Environment

Tags:
Kentico Kentico MVP Website channels Xperience Administration
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Answers

Hello,

Thanks for detailing your migration challenges from Kentico 13 to Xperience by Kentico 31.0.0 - workflows have evolved, but both issues have straightforward solutions using the updated UI and permissions. I'll address each below with steps.

1. Viewing Pages Requiring Approval (No "Pending Pages" App)

Xperience consolidates this into the channel application (e.g., your website channel) - no separate "Pending pages" app exists. Admins filter for workflow steps needing their action.​

Steps to view pending pages:

  • Go to Channels > your website channel (under Website content).
  • In the page tree/grid, use the Status filter dropdown > select your workflow step (e.g., "For Administrator approval" or "Draft (New version)").
  • Pages in Editor's step appear here for bulk approve/publish/reject.

Enable workflow notifications (channel settings > Workflow > Notifications) for email alerts when items enter your step. Admins with "Full control" role on the workflow see all pending items.​

2. Preventing Editors from Unpublishing (Workflows Ignore Unpublished)

Workflows only apply to Draft → Published transitions; unpublishing bypasses them as it's a separate "Unpublished" status action. Use page permissions to block it without denying edits.​

Steps to configure:

  • Select the page/folder/channel > Properties tab > Permissions.
  • For Editor role: Grant Read (view) + Modify (edit content, save new versions - triggers workflow), but deny Destroy (blocks unpublish/delete).
  • Admins get full permissions.

Editors can now edit/create drafts for approval but can't unpublish live pages - admins must republish post-approval. Test: Editors save changes (new version enters workflow); unpublish attempt fails.​

Permission Editor Admin Purpose
Read Allow Allow View
Modify Allow Allow Edit content ​
Destroy Deny Allow Block unpublish

Migration Notes

These align with Xperience's headless-friendly design - review full docs: Workflows Website content.

If issues persist (e.g., custom scopes), share your workflow JSON/export or permission screenshots for specifics. Happy migrating!

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Hello!

Thanks a lot for the fast reply. As stated in my initial question, I tried / looked at both of the things you suggested. There must be something I'm missing or I am completely blind.

Here is a screenshot of my Website under the Channel application. I am logged in as the global administrator account.

We can see that the first page Hub de test is under the Review step of my custom workflow. My custom workflow only adds a Review step between draft and published. As you stated, where is the Status filter? I feel like I've clicked everywhere in this page and the only filter is the search bar.

Secondly, if I give the Editor role the permission to edit a page, it also lets the role unpublish a page.

Here we can see, for Hub de test 2, the Editor role has Read, Create and Update. Delete is not allowed. Now if I log into and Editor account.

We can see that deleting is not allowed, but



Unpublish is allowed.

The only way I can disallow unpublishing, is by not giving them the "Update" permission on the page.

I have already reviewed both documentations as you suggested and cannot find anything helpful for my situation.

Thanks in advance

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Bumping this up, because I feel like the solution should be obvious. I am still in disbelief what Pawan said does not work. Is something wrong with our installation or is this part of a larger issue?

Can someone share a screenshot that shows how to filter by workflow step? And is anyone else experiencing the same thing as me for unpublishing rights?

Thanks again.

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