Managing workflow status

In Document360, workflow status tracks where an article is in your documentation cycle, from initial draft through review stages to publication. You can update workflow status, assign reviewers, set due dates, and add comments from two places: directly in the article editor for single-article updates, or from the Tasks page for bulk updates across multiple articles.

Quick reference

Managing methods

Manage workflow status in the article editor

The Workflow status button in the top-right corner of the Documentation editor is the central control for all workflow actions on a single article.

The button displays the following indicators:

Update workflow status

1. Click the Workflow status button at the top right of the editor. The Workflow dialog opens.
2. Select the next workflow status from the list, for example, Peer review or SME review.
3. Optionally, assign reviewers, set a due date, or add a comment using the options below.
4. Click Publish to publish the article directly, or click Set Status to save the status and close the dialog.

After updating, the button label displays the currently assigned status.

Assign reviewers

In the Assignee field, select or search for one or more users or user groups.

When an article transitions to a new workflow status, any Auto assign to users configured for that status in the Workflow designer are automatically applied. Assignees from the previous status are not retained unless they are also configured in the new status.

You will also see two additional options:

• Set auto assignees: Applies the predefined users or user groups configured in the Workflow designer for that status. Any existing assignees are replaced.
• Leave unassigned: Removes all assignees for that workflow state.

When multiple assignees are added, their profile avatars are displayed in the workflow status indicator. If more than three users are assigned, the interface shows the first name followed by a +X indicator. Each assignee receives an email notification.

To remove an assignee, click the Close () icon next to their name.

Set a due date

In the Due date field, select a date from the calendar picker. To remove a due date, click the x icon next to the selected date. Click Set Status if setting for the first time, or Update to modify an existing status.

Add a comment

In the Comment field, enter notes or instructions for the next assignee. Comments can be up to 250 characters. Use @ to tag and notify team members.

View workflow history

Click the History () icon in the Workflow status button. The Workflow history dialog shows all statuses the article has passed through, with assignees and due dates for each stage. Each version of an article revision has its own workflow history.

Manage workflow status from the Tasks page

The Tasks page gives you a dedicated view of all articles assigned to you across the documentation cycle. From here you can update workflow statuses for one or more articles at once and mark your review as complete without opening each article individually.

Access the Tasks page

Navigate to the Home () icon in the left navigation bar and click Tasks. Alternatively, from the Overview page, find the Tasks card and click View all.

By default, the Tasks page shows articles assigned to you. The page has three tabs:

• Workflow: Articles assigned a workflow status.
• Feedback: Reader feedback assigned to you from the Feedback manager.
• Review reminder: Articles marked as Needs review for which you are a contributor.

Select the Workflow tab to focus on articles in your review cycle.

Update workflow status

1. On the Tasks page, select one or more articles from the list.
2. Click Update workflow status () from the toolbar at the top.

3. Use the Change status to dropdown to select the new workflow status. When multiple articles are moved to a new workflow state, any Auto assign to users configured in the Workflow designer for that status are automatically applied to all selected articles.
4. In the Assignee dropdown, select one or more users or user groups. You can also click Set auto assignees to apply the configured default assignees, or select Leave unassigned to remove all assignees.
5. In the Due date field, select a deadline from the calendar picker (optional).
6. In the Comment field, add a message if needed. Use @ to tag teammates (optional).
7. Click Set status.

Review assigned articles and mark as completed

When an article is assigned to you, it appears on your Tasks page. After completing your review, mark the article as done to signal that your part is complete.

To mark a single article as done:

1. On the Tasks page, locate the assigned article.
2. Click the More options () icon at the end of the article row.
3. Select Mark as done.

To mark multiple articles as done at once:

1. Select one or more articles using the checkboxes.
2. Click Mark as done from the action toolbar at the top.

Once marked as done, the article is removed from your Tasks list and a green check mark appears next to your name in the Assigned to column. Other reviewers assigned to the same article can click the Assigned to column to see who has completed their review.

Best practices

• Update the status the moment you finish your part. Leaving an article in a status longer than needed delays the entire review cycle.
• Always add a comment when handing off. Tell the next reviewer what you changed, what still needs attention, or what to focus on. It reduces back-and-forth and speeds up reviews.
• Set due dates on every assignment. Due dates make the review cycle predictable and create visibility for project leads monitoring progress.
• Use the Tasks page for batch handoffs. When a sprint or release cycle ends, select all relevant articles and move them to the next status in one action instead of opening each article individually.
• Mark as done as soon as you finish. Marking your review complete immediately gives project leads accurate visibility into who has completed their part.
• Use the Workflow history to resolve disputes. If there is any question about what happened to an article, who reviewed it, or when, the Workflow history is the authoritative record.

FAQ