Automate Your Team’s Documentation Workflows
Managing content reviews and approvals becomes much easier with enhanced workflow management in Document360. By automating assignments and allowing multiple users or groups to be assigned to a workflow stage, teams can streamline collaboration, improve accountability, and keep documentation projects moving efficiently.
In this tutorial, you’ll learn how to configure workflow statuses, set up automatic assignments, manage workflow tasks, and track progress across your documentation team.
Create Workflow Statuses
To get started:
- Open your Document360 portal
- Navigate to Knowledge Base Portal Settings
- Open the Workflow Designer
- Create a new workflow status by adding a name and description
Once the workflow status is created, you can define who should be responsible for that stage.
Add Auto Assignments
Configure automatic assignments for workflow stages:
- Open the Auto Assign section
- Add multiple users to the workflow status
- Assign multiple groups if required
- Save the workflow status
This allows the workflow stage to automatically assign tasks to the right people whenever the status is selected.
Apply Workflow Statuses in the Editor
To use the workflow:
- Open any article in the editor
- Click the Workflow dropdown
- Select the desired workflow status
The Update Workflow Status window displays all users and groups assigned to that stage.
You can:
- Add or remove users and groups manually
- Leave the workflow unassigned if needed
- Choose Set Auto Assignments to apply predefined assignments
Click Set Status to update the workflow.
Manage Workflow Tasks
Once a workflow status is applied:
- Tasks are automatically assigned to all designated users
- Assigned tasks appear in each user’s task list
- Users can mark tasks as completed from the dashboard
Tasks remain visible until the assigned user completes them, ensuring that no review or approval step is missed.
Track Progress and Collaboration
Administrators can monitor workflow activity directly from the dashboard:
- View completed tasks
- Identify pending assignments
- Track progress across users and teams
This provides complete visibility into the documentation process and helps teams maintain accountability at every stage.
With enhanced workflow management configured, your team can automate assignments, improve collaboration, and keep documentation projects organized at any scale.
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