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description= Workflow designer feature helps project team members to create and maintain a step-by-step stage for any new or existing documentation. This makes collaboration easier between the writers, editors, illustrators, subject matter experts, and other project team members.;
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Text of the page (random words):
workflow designer in document360 documentation index fetch the complete documentation index at https docs document360 com llms txt use this file to discover all available pages before exploring further quick start create an article review article publish article customize site invite users set up roles permissions track analytics eddy ai features for creators for readers for integrations key features multiple workspaces languages role based access control single sign on private hosting advanced editor templates variables snippets glossary drive file management custom fields interactive decision trees collaboration tasks custom workflow review reminder import export project site customization custom domain integrations extensions analytics feedback manager api documentation integrate with document360 manage your api docs release notes november 2026 12 11 1 october 2026 12 10 2 october 2026 12 10 1 help troubleshooting self service support ask for a feature community glossary search ctrl k press ctrl k to open search powered by workflow designer updated on jul 10 2026 published on jun 13 2026 5 minute s read focus listen print copy page copy as markdown for llms view as markdown view the page as plain text open in chatgpt ask chatgpt about this page open in claude ask claude about this page article summary prev next a workflow in document360 is a structured process for creating editing reviewing and publishing articles or category pages it enables teams to establish clear stages in the documentation cycle and ensures that content moves through a consistent accountable process before it is published the workflow designer is where admins and project owners define the stages in this process adding custom statuses configuring assignees setting read only restrictions and reordering the workflow to match their team s requirements when to use the workflow designer use the workflow designer when your team needs a multi stage review process before articles are published for example draft peer review sme review published you want to automatically assign articles to specific users or user groups when they enter a particular workflow stage you need to restrict editing on articles at certain stages to maintain content integrity during review you are setting up a new project and want to define a documentation workflow that fits your team s structure access the workflow designer navigate to settings in the left navigation bar select knowledge base portal workflow designer in the left navigation pane the workflow designer page displays the existing workflow including the built in system statuses draft and published and any custom statuses you have created workflow status types type description system status predefined statuses draft start and published end cannot be deleted or reordered custom status user defined statuses you create between draft and published to match your team s review process for example peer review sme review or legal review can be created edited reordered and deleted at any time add a workflow status on the workflow designer page click create workflow status in the top right corner alternatively click the button between existing statuses to insert a status at a specific position enter a name required and description optional for the status optionally use auto assign to to automatically assign users or user groups when an article enters this status you can configure up to 20 assignees per status as a combined total of individual users and user groups note when an article transitions to this status the configured auto assignees are applied automatically additional assignees can be added or removed at the article level without affecting the workflow designer configuration assigned users see the article on their tasks page turn on the read only toggle if you want to prevent team members from editing or publishing articles while they are in this status note when read only is enabled team members cannot edit the article content or publish it while it is in this workflow status turn on the make comment mandatory toggle if you want to require users to enter a comment whenever an article is moved to this workflow status or published through it note when make comment mandatory is enabled users cannot publish an article or move it to this status without entering a comment the comment is stored as part of the version metadata and is available in the version history on the knowledge base site and in pdf exports this setting cannot be overridden at the article level for the draft status the mandatory comment check is applied only when an article is moved from another workflow status to draft it does not apply when a new article or a new version is created click add manage workflow statuses once a custom status is created you can edit reorder or delete it from the workflow designer page edit hover over the status and click the edit icon update the name description auto assign to read only or make comment mandatory setting as needed then click update reorder drag a status to a new position using the reorder handle on the left system statuses draft and published cannot be reordered delete hover over the status and click the delete icon then click yes to confirm caution a deleted workflow status cannot be recovered all due dates and assignee data associated with that status will also be lost troubleshooting cannot edit article read only workflow status error you can t edit this article as the current workflow status is marked as read only this error appears when an article is in a custom workflow status with the read only toggle enabled to resolve navigate to settings knowledge base portal workflow designer locate the status with the lock icon this indicates read only is enabled click the edit icon and turn off the read only toggle click update if you do not have the appropriate permissions contact your project admin best practices design your workflow before you start publishing map out your team s review stages before creating custom statuses changing the workflow mid project can disrupt articles already in progress use auto assign for predictable review stages if the same person always handles sme review configure them as the auto assignee for that status this reduces manual handoff steps and ensures no article gets stuck keep the workflow lean a shorter workflow with fewer stages is easier for the team to follow add stages only when they represent a meaningful checkpoint with a distinct owner or action use read only for approval stages enable read only on statuses such as sme review or final approval to prevent accidental edits while the article is being reviewed communicate status changes to your team when you add rename or delete a workflow status inform your team so they understand what each stage means and what action is expected from them faq can i delete a system status like draft or published no system statuses draft and published are predefined and cannot be deleted or reordered only custom statuses can be deleted what happens to articles currently in a workflow status if i delete that status the status is removed from the workflow entirely all due dates and assignee data associated with that status are lost and cannot be recovered articles that were in the deleted status will need their workflow status updated manually if i update the auto assign to configuration does it apply to articles already in that status no changes to the auto assign to setting in the workflow designer only apply when an article transitions into that status articles already in that status are not retroactively updated how many assignees can i configure per workflow status you can configure up to 20 assignees per workflow status this limit applies to the combined total of individual users and user groups at the article level you can manually add any number of assignees can i reorder system workflow statuses no system statuses draft start and published end are fixed in position and cannot be reordered only custom statuses can be reordered was this article helpful yes no previous article keyboard shortcuts next article managing workflow status related articles create and use workflow designer help support support resources step by step guides managing workflow status content management workflows managing workflow assignment help support support resources step by step guides tags workflow review document360 customers pricing resources request a demo migration request security private hosting enterprise readiness top features knowledge base portal knowledge base site knowledge base assistant integrations and extensions platform api analytics workflow ticket deflector drive seo support documentation support status feedback contact us contact us support document360 com rating 4 7 3000 about us our team our culture careers terms trust center privacy policy cookie policy soc2
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