Table of Contents
User Guide
Assignments Overview
Email Notifications
Email notifications are sent to easyDITA users to notify them of assignments or comments. 
Filtering Assignments
Filter and manage the assignments that are displayed in the Assignments interface.
Searching Assignment Summaries
Use the dedicated search in the Assignments interface to search within assignment summaries for a specific assignment.
Assignment Workflows
Workflows push assignments through specific steps in the content development process.

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

Email Notifications

Email notifications are sent to easyDITA users to notify them of assignments or comments. 
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Assignments

You receive assignment notification emails when:
  • You’re responsible for the first step in a new assignment
  • You’re responsible for the next active step in an assignment
Here’s an example of an assignment notification email:
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Comments

You receive comment notification emails when:
  • Someone comments on a file you own
  • Someone replies to a comment you made
  • Someone accepts or rejects your suggestion
Here’s an example of a comment notification email:
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
    • To display all open assignments, click Open .
    • To display assignments assigned to you, click Assigned to Me . Assignee
    • 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.
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The assignments displayed are filtered using the filter options.

Searching Assignment Summaries

Use the dedicated search in the Assignments interface to search within assignment summaries for a specific assignment.
  1. Open the Assignments interface.

    Step Information
    Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer .
  2. In the Search Summary field, enter a search term.

    Step Information

    Search Summary field

  3. Press Enter or click the Search icon.
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The All Assignments quick filter is selected and all assignments with the search term in the assignment summary display.

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.
Note:Contact an easyDITA representative to customize or configure your easyDITA instance 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.