Managing workflow status

A Workflow status represents a checkpoint or stage in the documentation cycle within Document360. 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

You can check an article's active workflow status in the Workflow status dropdown at the top right of the editor. The current status is also displayed as a tag below this dropdown.

To view more details about the workflow status, click the Workflow status dropdown.

• A list of statuses appears, along with supporting details like the due date, approval status, and assignee.

• Any completed statuses are shown with a strikethrough.

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

Setting a due date

You can set due dates for both 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 you want to set a due date.

3. Click the Set due dates () icon.

4. In the calendar, select the desired date.

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

Setting an assignee

You can assign a team member to a specific workflow status.

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

2. Hover over the status to which you want to assign a team member.

3. Click the Assign owner () icon.

   A list of project team members appears.

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 is now assigned to the selected workflow status and will receive an email notification.

   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 team member can be assigned to multiple workflow statuses for an article, but each workflow status can have only one assigned team member.

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.

Troubleshooting

Error when selecting the same due date in workflow status

Error: Failed to update the due date

This error happens when you try to set the same due date that’s already saved in the workflow. For example, if the current due date is March 7^th and you try to select March 7^th again, the system sees no change and throws the error.

Steps to resolve:

1. To fix this, avoid reselecting the same date.

2. If you don’t want to change the date, just close the date picker without saving and it will keep the original due date.

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