EN 
Custom Workflow Builder
Design and automate every stage of your documentation process. Writers, editors, and reviewers work in harmony, ensuring every piece of content is delivered on time and error-free.
Trusted by thousands of businesses across 150+ countries
Workflow Designer
- Visualize your documentation pipeline from draft to publish with an intuitive, drag-and-drop designer.
- Map roles & responsibilities that fit your organization’s rhythm, including collaborative stages with shared ownership.
- Maintain consistency across projects while staying flexible to departmental needs and evolving team workflows.
Collaborative Workflow Assignments
- Assign multiple users or groups to a workflow stage, enabling shared ownership across reviews.
- Eliminate bottlenecks with clear visibility into responsibilities and individual completion status at every stage.
- Automatically apply default assignees as content moves through workflows.
Gain full control with intelligent workflow automation and collaboration
Workflow Analytics
- Track how content moves through stages and identify lags early with clear visibility across contributors.
- Uncover performance insights like average review time and role-based bottlenecks.
- Convert insights into decisions so teams can move from firefighting to proactive planning.
Compliance & Audit Readiness
- Set approval checkpoints for regulatory compliance across teams and stakeholders.
- Maintain a complete, auditable trail of activities across shared workflow responsibilities.
- Eliminate compliance risks by baking governance into the workflow itself.
Intelligent Automation
- Automate repetitive steps like approvals, reminders & escalations across workflow stages.
- Save hours of manual follow-ups by automatically assigning the right stakeholders.
- Focus more on knowledge creation while Document360 handles the operational flow.
Design workflow process that’s unique to your business
Without Document360
- Reviewing and approvals are chaotic, managed in email threads and chats.
- Writers are unsure of what’s next after submitting a draft.
- Compliance checks are missed because the workflow isn’t formalized.
- Delays pile up since we don’t know where an article is stuck.
With Document360
- Every stage is clearly defined, tracked, and visible in one place.
- Teams collaborate with clear ownership across reviews & approvals.
- Built-in steps ensure compliance and consistency are never skipped.
- Track progress in real time with visibility to resolve bottlenecks faster.
❓Frequently Asked Questions
What is the Workflow Designer in Document360?
The Workflow Designer lets you create custom documentation stages beyond the two default system statuses (Draft and Published). You can create, reorder, and delete custom statuses. Any custom status can be marked as read-only, which prevents team members from editing articles in that stage.
Can I assign team members to specific workflow stages?
Yes. When updating a workflow status, you can assign one or more team members or user groups. Default assignees can be configured in the Workflow Designer or assigned manually at the article level. Assignees are displayed in the workflow status indicator in the editor.
How are team members notified about workflow assignments?
When a workflow status is assigned to a team member, they receive an email notification (provided they have enabled the relevant workflow events in their notification settings). The assigned article also appears on the assignee's Tasks page in the portal.
Can I set due dates and add comments when updating workflow status?
Yes. When updating a workflow status, you can optionally set a due date using a calendar picker, add a comment of up to 250 characters, and @mention teammates to notify them.