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Sitecore XP: How to use site specific workflow when global workflow assigned on template standard values?

The Problem

We were working with Sitecore XP 10.1 using ASP.NET MVC. Our solution had more than 100 Sitecore sites, and all page items and datasource items used the a Base workflow. The workflow was assigned globally through template standard values. However, some sites needed a simpler workflow with fewer states. We decided to introduce a new workflow called Simple Workflow for these sites. The plan was to create a script that would run against the sites requiring the simpler workflow and update the workflow and state fields of their existing items. This would move the existing content to the new workflow. However, there was another scenario to consider. Since the old workflow was still configured on the standard values of all item templates, any new item created on these sites could inherit the old workflow instead of Simple Workflow To address this, we planned to implement a custom processor that would update the workflow of newly created items to match the workflow used by the rest of the site. Before implementing this approach, we wanted to make sure we were not missing any other scenarios.

The Question

Item creation was one obvious scenario, but what about other content operations? Could copying an item, duplicating it, creating a new version, or performing another operation cause Sitecore to assign the old workflow again? We wanted to identify all possible scenarios where an item could end up using the old workflow, even after the site had switched to Simple Workflow. We raised this question with Sitecore Support.

What Sitecore Support Found

Sitecore Support registered a feature request under reference number PDXP-33434. The request can be tracked for consideration in a future product release. Based on their review and testing, the primary scenario where the old workflow would be assigned was during item creation. When a new item is created, the workflow defined on the template standard values is applied. Since our templates still had Base Workflow configured globally, newly created items could inherit that workflow. Support considered our proposed approach of using a custom processor to update the workflow of newly created items reasonable for addressing this behaviour.

What About Copying, Duplicating and Creating Versions?

Sitecore Support also tested several common content operations:
  • Creating additional versions
  • Copying items
  • Duplicating items
In their testing, these operations retained the workflow already assigned to the source item rather than reapplying the workflow from template standard values. This means that once an item had been updated to use Simple Workflow, these operations did not cause it to revert to Base Workflow in the scenarios tested. Based on these findings, Support did not identify additional out-of-the-box content operations that would automatically reassign the workflow from template standard values after an item had already been switched to the new workflow.

What Else Should We Check?

Although the standard Sitecore operations tested by Support did not reveal additional scenarios, there are still custom implementations to consider. For example, custom code, integrations, content import processes, or administrative scripts might explicitly update the __Workflow field. These operations are outside the standard behaviour reviewed by Support, so they should be checked separately. In a solution with more than 100 sites, it is worth reviewing these custom processes before concluding that the workflow migration is complete.

Conclusion

The key finding from this investigation was that item creation was the primary scenario identified by Sitecore Support where the old workflow could be assigned because of the workflow configured on template standard values. The proposed custom processor appeared to be a reasonable way to handle newly created items on sites using Simple Workflow. Copying items, duplicating items, and creating additional versions did not reassign the old workflow in Support's testing. However, custom code and integrations that explicitly update workflow fields still need to be considered. When changing workflows across multiple Sitecore sites, it is important to account for both existing content and the way new items inherit their workflow configuration. Hope this helps!
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