Table of Contents
User Guide
Assignments
Assignments Overview
The Assignments interface enables you to push work through a workflow by creating assignments for content that needs to be authored, reviewed, or verified and assigning them to users.
Assignment Workflows
Workflows push assignments through specific steps in the content development process.
Creating an Assignment
Create an assignment for content that needs to be developed and assign users to write, review, or verify the content.
Viewing Assignments
Use the Assignments interface to view assignments, access detailed information about an assignment, and preview and edit a resource for the assignment.
Completing an Assignment Step
Complete the active step that you're responsible for and move the assignment along the workflow.
Forwarding an Assignment Step
When you can't complete the active step you're responsible for, forward the assignment to another user.
Returning Assignments to the Previous Step
If you're responsible for the current active step and the previous step hasn't been completed or the previous step needs to be repeated, then you can return it to the previous step.
Closing a Resolved Assignment
Close an assignment and archive it as resolved once all the steps are completed.
Closing an Unresolved Assignment
Close and archive an assignment as unresolved when the work is no longer needed.
Filtering Assignments
Filter and manage the assignments that are displayed in the Assignments interface.
Assignments Overview

The Assignments interface enables you to push work through a workflow by creating assignments for content that needs to be authored, reviewed, or verified and assigning them to users.
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You can use the Assignments interface to assign work to others, push work through workflows, view work assigned to you, and view all assignments in easyDITA. The Assignments interface is available in both the Dashboard interface and Authoring interface.
In the Dashboard interface, the assignments that need your attention display by default. But you can also view all assignments here.
In the Resource Viewer, you can use the Assignments Tab to view assignments for the file. To access the Assignments Tab, right-click a file and select Assignments. You can use this tab similarly to the Assignments interface in the Dashboard.
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Filters

You can use filters to manage the assignments that are displayed. There are some preconfigured filters that you can use to quickly manage the assignments displayed:

In addition to these preconfigured filters, you can configure your own filter:

You can configure a filter based on:
  • Status

  • Active step

  • Type

  • Assignee

  • Issuer

  • Active user

Assignment Workflows

Workflows push assignments through specific steps in the content development process.
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Whenever you create an assignment, you have to assign a workflow to it. Workflows contain a sequence of steps that you assign users to. As assignees complete their step, the assignments moves through the workflow until completion.
Important:Contact an easyDITA representative to customize your easyDITA configuration to align with your content development structure and process.
Here’s an example of a default workflow:
Workflows can be configured to fit an organizations specific needs. By default, there are two example workflows you can choose from:
Author, Verify
Assign one user to write the content and another user to verify the content.
Author, Review, Verify
Assign one user to write the content, another user to review the content, and another user to verify the content. It’s common to assign the same user for the Author and Verify step.
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Multiple assignees

You can assign multiple assignees to a workflow step. When multiple users are assigned to a workflow step, the step must either be:
  • Completed by only one user in the group
  • Completed by all users in the group
By default, the following configuration is used:
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Moving assignments through a workflow

Assignments use a linear workflow. This means a workflow step only becomes active when it’s the first step in the workflow or the previous step in the workflow has been completed. So you can only move an assignment through a workflow one step at a time. Once the workflow step you’re responsible for becomes active, you can begin working on the assignment. You can perform the following actions:
Complete
If you’re done with the work for your step, you can complete your step. Once the step is complete, the next workflow step will become active and the user(s) responsible for it will receive an inbox notification.
Claim
If multiple users are assigned to a workflow step that only needs to be completed by one user, you can claim the step. Claiming a workflow step means that you are responsible for the step.
Forward
If you’re unable to work on your step, you can forward the step to another user. They’ll receive an inbox notification that they’re responsible for the step now.
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 previous step owner.

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 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 reponsible for the step can close the assignment and mark it as unresolved.
Creating an Assignment

Create an assignment for content that needs to be developed and assign users to write, review, or verify the content.

  1. Open the Assignments interface.

    Step Information
    Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.

  2. In the Assignments interface, click New .

    Expected Result
    The Create Assignment window displays and you’re selected for the Verify role. By default the Send email notification option is checked.

  3. In the Create Assignment window, complete the following fields:

    1. In the Summary field, enter a summary.
    2. In the Due Date field, set a due date.
    3. (Optional) In the Context Map menu, click Select a context map and select a map to add to the assignment.

      Step Information
      The keys and key definitions defined in the selected context map are applied when viewing topics.

    4. Under the Resources field, click Add Topics , select topics to add to the assignment and click Select.
    5. (Optional) To avoid sending an email notification to the assignees about the assignment, uncheck Send email notification .

      Step Information
      Note:By default this option is checked so the responsible assignees are notified about the assignment. We recommend that you leave this setting checked.

    6. Select a workflow. For more information, see Assignment Workflows.
    7. For each workflow step, select the user you want to complete the step.
  4. Click Create
result

An assignment with the selected options is created. An inbox notification and email are sent to the user responsible for the first step.

Viewing Assignments

Use the Assignments interface to view assignments, access detailed information about an assignment, and preview and edit a resource for the assignment.

  1. Open the Assignments interface.

    Step Information
    Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.

  2. From the Assignments interface, select an assignment in the listing.

    Expected Result
    A detailed view of the assignment displays.

  3. To preview an assignment resource, click View.

    Expected Result
    A preview of the file displays in the Preview Tab.
  4. Click X to close the preview.Preview Tab
  5. To edit the file in the Topic Editor, click Open .

    Expected Result
    The topic displays in the Topic Editor.
result

You previewed an assignment resource, which is now open in the Topic Editor for you to edit or leave a comment in.

Completing an Assignment Step

Complete the active step that you’re responsible for and move the assignment along the workflow.
  1. Open the Assignments interface.

    Step Information
    Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.

  2. From the Assignments interface, select an assignment in the listing.

    Expected Result
    A detailed view of the assignment displays.

  3. Click Complete .

    Expected Result
    The Complete step Author dialog displays.
  4. (Optional) Enter a comment.
  5. Click Complete .
result

The active step that you’re responsible for is complete, and the assignment is sent to the user responsible for the next step. An inbox notification and email are sent to the next active user.

Forwarding an Assignment Step

When you can’t complete the active step you’re responsible for, forward the assignment to another user.
  1. Open the Assignments interface.

    Step Information
    Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.

  2. From the Assignments interface, select an assignment in the listing.

    Expected Result
    A detailed view of the assignment displays.

  3. Click Forward .

    Step Information
    Expected Result
    The Forward Assignments window displays.
  4. In the Forward to field, enter or select a user.
  5. (Optional) Add a comment to explain what needs to be completed for this step.
  6. Click Forward .
result

The user you selected is now responsible for the step. They will receive an inbox notification and email about the change.

Returning Assignments to the Previous Step

If you’re responsible for the current active step and the previous step hasn’t been completed or the previous step needs to be repeated, then you can return it to the previous step.
  1. Open the Assignments interface.

    Step Information
    Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.

  2. From the Assignments interface, select an assignment in the listing.

    Expected Result
    A detailed view of the assignment displays.

  3. Click Return .

    Expected Result
    The Return step dialog displays.
  4. (Optional) Enter a comment so the user knows why the assignment is being returned to them.
  5. Click Return .Activity pane
result

The assignment is returned to the previous step and the user responsible for the step will receive an inbox notification.

Closing a Resolved Assignment

Close an assignment and archive it as resolved once all the steps are completed.
  1. Open the Assignments interface.

    Step Information
    Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.

  2. From the Assignments interface, select an assignment in the listing.

    Expected Result
    A detailed view of the assignment displays.

  3. Click Close Assignment .

    Expected Result
    The Close Assignment window displays and Resolved is checked by default.

  4. (Optional) Enter a comment.
  5. Click Close Assignment .Comments paneAssignments interface
result

The completed assignment is closed and archived as resolved in the assignments listing.

Closing an Unresolved Assignment

Close and archive an assignment as unresolved when the work is no longer needed.
  1. Open the Assignments interface.

    Step Information
    Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.

  2. From the Assignments interface, select an assignment in the listing.

    Expected Result
    A detailed view of the assignment displays.

  3. Click Close Assignment .

    Expected Result
    The Close Assignment window displays and Resolved is checked by default.

  4. Uncheck Resolved .
  5. (Optional) Enter a comment.
  6. Click Close Assignment .Comments paneAssignments interface
result

The assignment is closed and archived as unresolved in the assignments listing.

Filtering Assignments

Filter and manage the assignments that are displayed in the Assignments interface.
  1. Open the Assignments interface.

    Step Information
    Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.

  2. To filter using the Quick Filters, do any of the following:

    Step Information

    • To display assignments assigned to you or assignments you are the active user of, click Needs my Attention . Active User field
    • To display all open assignments, click Open .
    • To display assignments assigned to you, click Assigned to Me . Assignee field
    • To display assignments assigned by you, click Assigned by Me . Issued by field
    • To display all assignments, click All Assignments .
  3. To filter using the preconfigured filters, do any of the following:

    Step Information

    • To filter based on the status of the document, click Status and select an option.
    • To filter based on the stage in the workflow, click Active Step and select an option.
    • To filter based on the type of assignment, click Type and select an option.
    • To filter based on the user the assignment is assigned to, click Assignee and select a user.
    • To filter based on the creator of the assignment, click Issuer and select a user.
    • To filter based on the active user, click Active User and select a user.
result

The assignments displayed are filtered using the filter options.