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description=Document360 users can manage and assign workflow statuses to team members from the Documentation editor.;

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Text of the page (random words):
manage the document cycle in your knowledge base 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 managing workflow status updated on nov 4 2026 published on aug 4 2024 8 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 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 note workflow statuses are defined and configured in the workflow designer changes you make at the article level such as adding or removing assignees apply only to that article and do not affect the workflow designer configuration quick reference action where to do it best for update a single article s workflow status article editor workflow status button focused in context updates during editing assign a reviewer add a due date or leave a comment article editor workflow dialog communicating context or instructions to a reviewer view the full history of an article s workflow journey article editor history icon in workflow status audits handoffs and resolving disputes about status update workflow status for multiple articles tasks page select articles update workflow status sprint planning release preparation batch handoffs track which reviewers have completed their review tasks page assigned to column monitoring review progress across a team mark your review as complete tasks page more options or checkbox actions signalling individual review completion without changing status managing methods in the article editor update status assign reviewers set due dates add comments and view workflow history for a single article while you are actively editing it learn more from the tasks page update workflow status for multiple articles at once review assigned content and mark your review as complete without opening each article individually learn more 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 indicator description information click to view the description of the current workflow status lock indicates the workflow status is in read only mode articles in a read only state cannot be published directly green check mark indicates a completed status if the article is published all statuses display a green check mark article version displays the current version of the article history click to view the complete workflow history of the article note during a collaborative editing session if the article is moved to a read only workflow status all active collaborators can only view the article a message indicates that the current workflow status is read only if the article is moved to any other workflow status you can continue working on it you ll see a workflow status modified message and the workflow status updates automatically update workflow status click the workflow status button at the top right of the editor the workflow dialog opens select the next workflow status from the list for example peer review or sme review optionally assign reviewers set a due date or add a comment using the options below 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 note if no default assignee is configured for the selected workflow status leave unassigned is selected by default changes made to assignees at the article level apply only to that article and do not modify the workflow designer configuration when you assign someone to a workflow status they are responsible for the article only while it remains in that status if you move the article to a later status before they update the status the assigned status is skipped the workflow history only shows who changed the article s status and when 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 on the tasks page select one or more articles from the list click update workflow status from the toolbar at the top 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 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 in the due date field select a deadline from the calendar picker optional in the comment field add a message if needed use to tag teammates optional click set status note you can also update workflow status from the all articles page by selecting one or more articles and clicking update workflow status from the toolbar 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 on the tasks page locate the assigned article click the more options icon at the end of the article row select mark as done to mark multiple articles as done at once select one or more articles using the checkboxes 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 note marking an article as done only indicates your individual review is complete it does not automatically change the workflow status the workflow status must be updated manually when the full review stage is complete 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 can i publish an article directly from the workflow status button without going through all stages yes click the workflow status button and click publish directly without selecting intermediate statuses note that if the article is in a read only workflow state it cannot be published directly does marking an article as done change its workflow status no marking an article as done only signals that your individual review is complete the workflow status must be updated manually to move the article to the next stage does updating assignees at the article level change the workflow designer configuration no changes made at the article level adding or removing assignees apply only to that article the workflow designer configuration remains unchanged how do i ensure assignees receive email notifications when i assign a workflow status assignees must have the relevant workflow notification events enabled navigate to settings notifications notification mapping and expand the documentation editor accordion turn on article workflow status updated article workflow due date updated and article workflow assignee updated can i assign different workflow statuses to an article in different languages within a workspace yes you can assign a different workflow status to each language version of an article within the same workspace was this article helpful yes no previous article workflow designer next article custom fields related articles tasks page collaboration tasks workflow designer content management workflows managing workflow assignment help support support resources step by step guides create and use workflow designer help support support resources step by step guides tags workflow 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