Managing workflow status

Plans supporting for Managing workflow status

You can manage workflow statuses from the Documentation editor. Additionally, they can assign these statuses to team members directly within the editor.

Workflow status actions

The Workflow status option is available at the top right of the Documentation editor, next to the Publish/Edit button.

View the current status

The active workflow status of an article will be displayed as a tag below the Workflow status option above the editor.

For more information about the current or other status in the workflow, follow the below steps:

1. Click the Workflow status dropdown at the top right of the editor.

2. The list of available statuses and supporting information (due date, approved status, assignee) will be displayed.

3. If the article is in any status, the preceding statuses will be struck through.

4. If the article is Published, then all the statuses will be struck through.

Setting a due date

You can set due dates for both active/current and upcoming statuses in an article workflow.

1. Click the Workflow status dropdown at the top right of the editor.

2. Hover over the status for which the date has to be set.

3. Click the Set due dates () icon.

4. A calendar selection assistant will appear, and you can select the desired date.

5. To clear any existing due date, click the Clear due date option below the calendar.

Setting an assignee

1. Click the Workflow status dropdown at the top right of the editor.

2. Hover over the status for which the team member has to be assigned.

3. Click the Assign owner () icon.

   The list of project team members will be displayed.

4. You can also use the Search by email bar at the top to find the desired team member.

5. Click the Assign () icon.

   The team member will be assigned a particular status, and a notification will be sent to the team member’s Email.

   Removing an assignee can also be done by following the same steps. Hover over the team account and click the (x) icon next to it.

   NOTE

   A single team member account can be assigned to multiple workflow statuses for an article. However, multiple team accounts cannot be assigned to a single workflow status.

Activate a workflow status

You can activate the next status if they have completed the assigned workflow status.

1. Click the Workflow status dropdown at the top right of the editor.

2. Hover over the next status and click on it.

   An expanded view of the status will appear along with the comment box.

3. If needed, use the comment box to provide any information to the next assignee by tagging them.

4. Click the Set status button and the next workflow status will be activated.

View workflow history

Users can view the entire workflow history with all the supporting information for an article.

1. Click the Workflow status dropdown at the top right of the editor.

2. Click the View history option above the workflow status list.

3. An expanded view with all the workflow status history will be displayed.

   This provides an overview of the entire workflow cycle that an article has gone through.

   Each version of the article revision can have its workflow history and comments.

FAQ

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