Assignment Workflows

An assignment workflow consists of steps that you can assign to specific users or groups of users.

A workflow step is active when:

It's the first step in the workflow
The previous step is completed

When multiple users are assigned to a workflow step, the step can either be:

Claimed and completed by only one user
Completed by every user before moving to the next step

example workflow — Figure 1. Simple Workflow Example

You can take any of the following actions while your workflow step is active:

Complete

If you're done with the work for your step, you can complete your step.

Claim

If multiple users are assigned to a workflow step that only needs to be completed by one user, you can claim the step.

Forward

If you're unable to work on the step, you can forward the step to another user. You can forward workflow steps that are currently active and assigned to you. An exception is an All Must Complete step with multiple assignees, which can't be forwarded.

Return

If the work in the previous step was not completed, or the previous workflow step needs to be repeated, you can return the assignment to the user responsible for the previous step.

For example, if the assignment you're working on is using the “Author, Review, Verify” workflow, and you're the reviewer, you can return the assignment back to the previous step for the author to make the changes that you suggested. Once they've made the changes, they can continue with the workflow and send it back to you for another review.

When the assignment reaches the final step in the workflow, the user responsible for the step can close the assignment and mark it as resolved. If the assignment cannot or no longer needs to be completed, the user responsible for the step can close the assignment and mark it as unresolved.

Workflow Configurations

By default, you can use the following workflows:

Author, Verify: Assign one user to write the content and another user to verify the content.
Author, Review, Verify: Assign a user to write the content, another user to review the content, and another user to verify the content.

Note:

If the default workflows are insufficient, ask your Customer Success Manager about updating them or configuring additional workflows.

Complete a Workflow Step

Complete the active step that you're responsible for and move the assignment along the workflow.

In the Content Library navigation pane, click Assignments.
From the Assignments interface, select an assignment.

Figure 2. Main Assignments screen

The assignment details screen opens.
In the assignment details screen, click I'm Done.
In the dialog that appears, do the following:
1. If needed, complete any required fields and select any required check boxes.
2. Click Done or Sign Document.

The active step that you're responsible for is complete and the next active user receives notifications.

Claim a Workflow Step

Workflow steps can be claimed if multiple users are assigned to a step and only one user is required to complete the step.

In the Content Library navigation pane, click Assignments.
From the Assignments interface, select an assignment.

Figure 3. Main Assignments screen

The assignment details screen opens.
In the assignment details screen, click Claim.
You claimed a workflow step, no other user can perform work on this step.

Forward a Workflow Step

If you need another user to complete a workflow step, you can forward the step to that user. You can forward workflow steps that are currently active and assigned to you. An exception is an All Must Complete step with multiple assignees.

There are two workflow step types with multiple assignees: Claim and All Must Complete. When an All Must Complete step has multiple users assigned, it can't be forwarded. To learn more about workflow step types with multiple assignees, see Multiple Assignees.

In the Content Library navigation pane, click Assignments.
From the Assignments interface, select an assignment.

Figure 4. Main Assignments screen

The assignment details screen opens.
In the assignment details screen, click Forward.
In the dialog that appears, do the following:
1. From the Forward to drop-down menu, select a user.
2. Optional: Fill in the Comment field to provide the reason for forwarding.
Click Forward.

The user that you selected receives notifications and is now responsible for the step.

Return an Assignment to a Previous Step

You can return an assignment to a previous step to have that step repeated.

In the Content Library navigation pane, click Assignments.
From the Assignments interface, select an assignment.

Figure 5. Main Assignments screen

The assignment details screen opens.
In the assignment details screen, click Return.
In the dialog that appears, do the following:
1. Optional: Enter a comment.
2. Click Return.

The assignment is returned to the previous step and the user responsible for the step receives notifications.

Change a Workflow Step

Move an assignment forwards or backwards to another step in the workflow.

In the Content Library navigation pane, click Assignments.
From the Assignments interface, select an assignment.

Figure 6. Main Assignments screen

The assignment details screen opens.
In the assignment details screen, click the workflow step you want to move the assignment to.
In the dialog that appears, do the following:
1. Optional: Enter a comment.
2. Click Change step.

The user responsible for the active step receives notifications.

Close an Assignment

Close an assignment and archive it as resolved or unresolved.

Resolved Assignment: An assignment that has been completed.
Unresolved Assignment: An assignment that has not been or may not need to be completed.

Warning: You cannot reopen assignments that have been have closed.

In the Content Library navigation pane, click Assignments.
From the Assignments interface, select an assignment.

Figure 7. Main Assignments screen

The assignment details screen opens.
In the assignment details screen, click Close Assignment.
In the dialog that appears, do the following:
1. Optional: Enter a comment.
2. Optional: If you want to close an assignment as unresolved, clear the Resolved check box.
3. Click Close Assignment.

Gretyl's Portal

Heretto Help