Managing workflow status

In Document360, article workflow management is streamlined using a single Workflow status button that controls both publishing and workflow transitions. This improves the content review experience by allowing you to manage workflow status, assign reviewers, and track progress, all in one place.

A workflow status represents a checkpoint or stage in the documentation lifecycle. You can manage and assign workflow statuses to team members directly within the Documentation editor.

Workflow status actions

The Workflow status option is available at the top right of the Documentation editor.

1. Information () icon: Click the information () icon next to the workflow status to view the workflow state description.

2. lock () icon: The lock () icon indicates that the workflow status is in read-only mode. If the article is in a read-only workflow state, you cannot publish it directly.

3. Green check mark () icon: Completed statuses are marked with a green check. If the article is already published, all statuses will display a green check mark.

4. Publish: To publish an article immediately, open the Workflow status button and click Publish directly without selecting intermediate statuses.

5. Article version: Displays the current version of the article.

6. Workflow history (): Click to view the complete workflow history of the article.

View and update workflow status

The Workflow status button in the top-right corner of the editor also acts as the workflow status manager.

1. Click the Workflow status button.

2. The Workflow dialog opens, where you can:

   1. Select the next workflow status (e.g., Peer review, SME review, etc.).

   2. Assign the article manually or automatically to one or more users or user groups (optional).

   3. Set a due date for the review (optional).

   4. Add a comment of up to 250 characters (optional).

3. Click Publish to publish the article directly.

4. Click Set Status to save and close the dialog.

After you update the workflow status, the button label displays the currently assigned status. For example:

If the article is in Review 1, the button shows Review 1, indicating the article’s current stage in the workflow.

Setting assignees

You can assign one or more team members to a workflow status directly from the Workflow status dropdown.

1. Click the Workflow status dropdown at the top right of the editor.
   The Update workflow status dialog will appear.

2. In the Assignee field, select or search for one or more users and user groups from the list.

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

   In addition to manual selection, you will see two assignment options:

   • Set auto assignees – Applies the predefined users or user groups configured in the Workflow Designer for that status. Any existing assignees for the article will be replaced with the configured auto assignees.

   • Leave unassigned – Removes all assignees from the article for that workflow state, leaving the Assignee field blank.

3. Click Set status for a new assignment or Update to modify an existing one.

When multiple assignees are added:

• Their profile avatars are displayed in the workflow status indicator.

• If more than three users are assigned, the interface displays the first name followed by a +X indicator.

• Each assignee receives an email notification.

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

NOTE

If users or groups are configured using the Auto assign to option in the workflow designer, they will be automatically selected when the article enters that workflow state.

You can add or remove assignees at the article level as needed. Changes made here apply only to the current article and do not modify the workflow designer configuration.

Setting a due date

Keep your workflow on track by adding a due date when updating the status:

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

   The Update workflow status dialog will appear.

2. In the Due date field, select a date from the calendar.

3. To remove a due date, click the x icon next to the selected date.

4. If you are selecting a workflow status for the first time, click Set Status. If you are updating an existing workflow status, click Update.

Adding a comment

Use the optional Comment field in the Update workflow status dialog to add context, notes, or instructions when assigning a workflow status.

• Comments can be up to 250 characters.

• You can tag team members using “@”.

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 History () icon.

3. The Workflow history dialog appears, showing:

   1. All statuses the article has passed through

   2. Assignees and due dates for each stage

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

Managing workflow status from the Tasks page

You can also manage the workflow status of your articles from the Tasks page. You can either update the workflow status of individual articles or multiple articles at once.

To update the workflow status from the Tasks page,

1. Navigate to the Home () icon in the left navigation bar.

2. You will see the Tasks page () in the overview of the home dashboard. Alternatively, you can also select the Tasks icon () at the top of the pane.

3. Select one or more articles from the list of articles on the Tasks page.

4. Click Update workflow status from the toolbar that appears at the top. This will open the Update workflow status dialog.

   In the Update workflow status dialog:

   • Use the dropdown next to Change status to, to select the new workflow status.

   When multiple articles are moved to a new workflow state, any predefined users or user groups configured using the Auto assign to option in the Workflow Designer will be automatically applied to all selected articles.

   • In the Assignee dropdown, you can select one or more users or user groups (optional).

   • Click Set auto assignees to apply the configured default assignees for that status.

   • Select Leave unassigned to remove all assignees for the selected articles.

4. In the Update workflow status dialog, use the dropdown next to “Change status from [current status] to” to select the new workflow status.

5. In the Assignee dropdown, select one or more users or user groups to assign the task (optional).

   When multiple articles are moved to a new workflow state, any predefined users or user groups configured using the Auto assign to option in the Workflow Designer will be automatically applied to all selected articles.

   • In the Assignee dropdown, you can select one or more team members or user groups (optional).

   You can also:

   • Click Set auto assignees to apply the configured default assignees for that status.

   • Select Leave unassigned to remove all assignees for the selected articles.

   You may add or remove users and groups during the bulk update. These changes apply only to the selected articles and do not modify the Workflow Designer configuration.

6. In the Due date field, select a deadline from the calendar picker (optional).

7. In the Comment field, add a message if needed. You can also @mention your teammates to notify them (optional).

8. Click Set status to update the workflow status for the selected articles.

NOTE

You can also update workflow status directly from the All Articles page using the Update workflow status option in the toolbar after selecting one or more articles.

Reviewing assigned articles and marking as completed

When an article is assigned to you for review, it appears in your Tasks page

To review and mark an article as completed:

1. Navigate to the Home () icon in the left navigation bar.

2. You will see the Tasks page () in the overview of the home dashboard. Alternatively, you can also select the Tasks icon () at the top of the pane.

3. Locate the assigned article.

4. Click the three dot (⋯) menu at the end of the article row.

5. Select Mark as done.

6. You can also mark multiple assigned articles as completed at once:

   • Select one or more articles from the list.

   • Click Mark as done from the action toolbar that appears at the top.

Once marked as done:

• The article is removed from your Tasks list.

• A green check mark appears next to your name in the Assigned to column for that article.

  NOTE:

  Marking an article as done only indicates individual review completion. It does not automatically change the workflow status. The workflow status must be manually updated when the review stage is complete.

Other reviewers assigned to the same article can:

• Click the users in the Assigned to column.

• View which reviewers have completed their review (green tick).

• Identify which reviewers have not yet completed their task.

eBook

Guide to set up documentation workflow

Our eBook will show you how to produce quality documentation!

You’ll learn,