User Guide
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.
Creating an Assignment for a Map
Create an assignment for a map and optionally filter the assignment to include resources in the map based on the modified date or file status.
Creating an Assignment with Individual Topics
Create an assignment containing individual topics.
Viewing Assignments
Use the Assignments interface to view assignments, access detailed information about an assignment, and preview and edit a resource for the assignment.
Editing an Assignment
Edit an existing assignment to change the assignment details, including topics assigned, users assigned, and other assignment information.
Claiming an Assignment Step with Multiple Assignees
When multiple users are assigned to a workflow step, one user must claim the active step to begin work on the assignment.
Completing an Assignment Step
Complete the active step that you're responsible for and move the assignment along the workflow.
Completing Your Work for an Assignment Step with Multiple Assignees
When multiple users are assigned to a workflow step and all users complete work for the step.
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.
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

Creating an Assignment for a Map

Create an assignment for a map and optionally filter the assignment to include resources in the map based on the modified date or file status.
  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. 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. Summary field
    2. In the Due Date field, set a due date. Due Date field
    3. (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.
    4. Select a workflow. For more information, see Assignment Workflows.
    5. For each workflow step, select the user you want to complete the step.

      Expected Result
      Users are assigned to each workflow step.
    Step Information
    Note:By default, if you select more than one user, all users will be notified when their step becomes active, and one user will have to claim the step to complete it.
  4. Select the files you want to include in the assignment.

    1. Select Select files in a map . Select files in a map
    2. Click change to select a map to review.

      Expected Result
      The Select Map window displays.
    3. Select a map and click Select .

      Expected Result
      The selected map displays in the Create Assignment window.
    4. To create a filtered assignment that includes resources modified since a specific date, check Only require attention on topics and select a date in the modified since . Only require attention on topics modified since
    5. To create a filtered assignment that includes resources with a specific file status, check Only require attention on topics and select a status from the with status . Only require attention on topics with status
  5. Click Create
result
An assignment for a map with the selected options is created. An inbox notification and email are sent to the user responsible for the first step.
Creating an Assignment with Individual Topics

Create an assignment containing individual topics.
  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. 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. Summary field
    2. In the Due Date field, set a due date. Due Date field
    3. (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.
    4. Select a workflow. For more information, see Assignment Workflows.
    5. For each workflow step, select the user you want to complete the step.

      Expected Result
      Users are assigned to each workflow step.
    Step Information
    Note:By default, if you select more than one user, all users will be notified when their step becomes active, and one user will have to claim the step to complete it.
  4. Select the files you want to include in the assignment.

    1. Select Select individual files from the Resources field. Select individual files
    2. Click Add Topics .

      Expected Result
      The Select File window displays.
    3. In the Select File window, select the files you want to include in the assignment by checking the box next to each file, then click Select .

      Expected Result
      The selected files display in the Create Assignment window.
    4. (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.
  5. 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 .

    Step Information

    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 .

    Step Information

    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.

Editing an Assignment

Edit an existing assignment to change the assignment details, including topics assigned, users assigned, and other assignment information.
  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 Edit .

    Step Information
    Expected Result
    The Edit Work Request window displays.
  4. Change the assignment details.

    1. To change the Assignment Summary, edit the Summary field. Summary field
    2. To change the Due Date, click on the calendar icon in the Due Date field and select a new due date. Due Date field
    3. To assign a new user to a workflow step, select a user for that step.
    4. To remove a user from a workflow step, click the X next to that user’s name.
    5. (For map assignments) To change the map included in the assignment, click change and select a different map in the Select Map window.
    6. (For assignments with selected files) To add files to the assignment, click Add Topics and select the topics from the Select File window.
    7. (For assignments with selected files) To remove files from the assignment, click the X next to the file you want to remove. 
  5. (Optional) In the Work Request Comment field enter a comment.

    Step Information

    Work Request Comment field

  6. Click Edit .
result
You’ve edited an existing assignment’s details.
Claiming an Assignment Step with Multiple Assignees

When multiple users are assigned to a workflow step, one user must claim the active step to begin work on the assignment.
context

You’re in the Assignments interface and want to claim an active workflow step you’re assigned to. Assignment steps only need be claimed if multiple users are assigned to the step and only one person from the group is required to complete it.

Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer .
  1. Select an assignment in the listing.

    Expected Result
    A detailed view of the assignment displays.
  2. Click Claim .

    Step Information
    Once a step has been claimed, no other user can perform work on the assignment step.
result

You’re responsible for completing the current step. Once you’re done the work required for the step, you can complete the step.

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 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.

Completing Your Work for an Assignment Step with Multiple Assignees

When multiple users are assigned to a workflow step and all users complete work for the step.
context

You’re in the Assignments interface and want to complete work for the step you’re responsible for.

Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer .
  1. From the Assignments interface, select an assignment in the listing.

    Expected Result
    A detailed view of the assignment displays.
  2. Click I’m Done .

    Expected Result
    A checkmark displays beside your username to indicate you’ve complete your work for the step.
result

You’re done your part of the assignment step. All other assignees for the active step must also finish their work to move the assignment to the next workflow step.

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 Assignment 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 .

    Step Information

    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.