Managing Workflow status
  • 02 Feb 2022
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Managing Workflow status

  • Oscuro
    Ligero
  • PDF

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Users can manage and assign workflow statuses to team members from the Documentation editor.


Workflow status actions

The Workflow status option can be accessed on the top-right, adjacent to the Publish/Edit button from the Documentation editor.

1_Screenshot-Accessing_workflow_status_in_editor

1. View the current status

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

For ex. Draft, In review, etc.

If more information about the current or other status in the workflow is required, then follow the below steps.

2_Screenshot-View_current_workflow_status

  1. Click on the Workflow status dropdown at the top of the editor
  2. The list of available workflow statuses and their supporting information (due date, approved status, assignee) would be available
  3. If the article is active in any one status, the preceding statuses would be struck through

For ex. In review

  1. If the article is in the published state, then all the statuses would be struck through

For ex. Level 3 review

2. Setting a due date

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

  1. Click on the Workflow status dropdown at the top of the editor
  2. The list of available workflow statuses would be available
  3. Hover over the status for which the due date has to be set

3_Screenshot-Set_due_date_for_workflow_status

  1. Click on the Set due date (timer) icon
  2. A calendar selection widget would appear, and the user can select any date from the current to any date in the future (days, months, or years)
  3. To clear any existing due date, click on the Clear due date option below the date selection calendar

4_Screenshot-Set_due_date_for_workflow_status_clear_due_date

3. Setting an assignee

Currently, Document360 supports the addition of only one assignee to one workflow status.

5_Screenshot-Set_assignee_for_workflow_status

  1. Click on the Workflow status dropdown at the top of the editor
  2. The list of available workflow statuses would be available
  3. Hover over the status for which the team member has to be assigned
  4. Click on the Assign owner icon next to the Set due date
  5. The list of project team members would be available
  6. You can also use the Search by Email bar at the top to filter out the team member
  7. Click on the Assign (tick) icon next to the team member

6_Screenshot-Set_assignee_for_workflow_status_deep_look

  1. The team member would be assigned the particular status and a notification mail would be sent to the team member’s Email

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

  1. Removing an assignee can also be done using the same steps. Hover over the team account and click on the (x) icon next to it in the Manage assignee pop-up

7_Screenshot-Remove_assignee_for_workflow_status_deep_look

4. Activate a workflow status

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

8_Screenshot-Activating_a_workflow_status

  1. Click on the Workflow status dropdown at the top of the editor
  2. The list of available workflow statuses would be available
  3. Hover over the next status and click on it
  4. An expanded view of the status would appear along with the comment box
  5. Use the comment box to provide any information to the next assignee by tagging them using the @ command. This field is optional

For ex. @kingson, Please make sure the UI flow is updated.

  1. Click on the Set status button and the next workflow status would be activated

Users can also re-activate any of the completed workflow statuses by following the same Set status option on the respective statuses.

5. View workflow history

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

9_Screenshot-View_history_of_workflow_status

  1. Click on the Workflow status dropdown at the top of the editor
  2. The list of active and completed workflow statuses would be available
  3. Click on the View history option above the workflow status list
  4. An expanded view with all the workflow status history would be displayed
  5. This option provides an overview of the entire workflow cycle that an article has gone through
Article revision

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

10_Screenshot-View_history_of_workflow_status_deep_dive


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2022-02-02_08-23-42



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