Creating Custom Workflows in AEM

Adobe Experience Manager (AEM) is a powerful content management platform used by enterprises to manage digital assets and deliver seamless user experiences. One of the most valuable features of AEM is its workflow engine, which allows users to automate repetitive or complex content processes such as content approvals, asset publishing, translations, or tagging.

In this blog, we’ll walk you through the essentials of creating custom workflows in AEM — from understanding workflow models to building and deploying custom steps.


📌 What Are AEM Workflows?

AEM Workflows are automated sequences of steps that perform actions on pages or digital assets. These workflows can involve both system-level actions (like activating a page) and human tasks (like reviewing content or approving a design). A workflow consists of multiple steps, called workflow components, connected in a sequence.

While AEM provides out-of-the-box workflows, such as "Request for Activation," there are many cases where you’ll need to create custom workflows to meet business-specific requirements.


🧰 Components of a Workflow

Workflow Model: Defines the sequence of steps.

Workflow Launcher: Automatically triggers workflows based on repository events (like uploading an asset).

Workflow Step: An action to be performed (can be custom).

Payload: The content or asset on which the workflow is performed.


🛠️ How to Create a Custom Workflow in AEM

Step 1: Create a New Workflow Model

Go to AEM Start > Tools > Workflow > Models.

Click “Create” to define a new workflow.

Provide a title, name, and optional description.

In the workflow editor, drag and drop steps from the Sidekick panel (e.g., Process Step, Participant Step).


Step 2: Add and Configure Steps

Let’s say you want to build a workflow that:

Sends content for review

Automatically publishes it upon approva


Drag the following steps into the model:

Participant Step: Assign this to a group like “Content-Reviewers”.

Process Step: Configure this to use a custom Java class that performs auto-publishing.


🧑‍💻 Step 3: Create a Custom Workflow Process

To build a custom step, create a Java class that implements WorkflowProcess.


java


@Component(service = WorkflowProcess.class, property = {

    "process.label=Auto Publish Page"

})

public class AutoPublishProcess implements WorkflowProcess {


    @Reference

    private Replicator replicator;


    @Override

    public void execute(WorkItem item, WorkflowSession session, MetaDataMap metaData) throws WorkflowException {

        String payloadPath = item.getWorkflowData().getPayload().toString();

        try {

            replicator.replicate(session.getSession(), ReplicationActionType.ACTIVATE, payloadPath);

        } catch (ReplicationException e) {

            throw new WorkflowException("Failed to replicate: " + payloadPath, e);

        }

    }

}

Deploy this OSGi bundle, and the new process will be available in the workflow step configuration.


⚙️ Step 4: Deploy and Test

Save and deploy the workflow model.

Navigate to a content or asset page.

From the timeline or side panel, start the workflow manually.

Monitor progress via AEM Workflow Console (/libs/cq/workflow/content/console.html).


💡 Best Practices

Use meaningful names and labels for steps.

Add email notifications for participant steps.

Set up launchers to automate workflows on events like asset uploads.

Avoid long-running workflows; use event-driven models where possible.

Always test workflows in a staging environment before deploying to production.


✅ Conclusion

Custom workflows in AEM empower organizations to streamline their content lifecycle, reduce manual tasks, and ensure consistency. Whether you’re automating page approvals or integrating third-party services, building custom workflows helps make your AEM platform more efficient and tailored to your business needs. By combining the visual workflow modeler with custom Java logic, you unlock the full potential of AEM’s content automation capabilities.

Learn AEM(Adobe Experience Manager) Training

Read More:  How to Use AEM Assets for Digital Asset Management

Read More:  Creating and Managing Tags in AEM

Read More:  AEM Dispatcher: What It Is and How to Configure It

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