Table of Contents
User Guide
Assignments Tab
Assignments Tab
The Assignments Tab in the Resource Viewer enables you to view the assignments for the file.
Creating an Assignment
Use the Assignments interface to create an assignment for content that needs to be developed and assign users to write, review, or verify the content.
Creating an Assignment for a File
Use the Assignments interface to create an assignment for a file and assign users to it.
Viewing Assignments
Use the Assignments interface to view assignments and access detailed information about an assignment.
Completing an Assignment Step
Use the Assignments interface to complete the active step that you're responsible for and move the assignment along the workflow.
Forwarding an Assignment Step
Use the Assignments interface to forward an assignment to another user when you can't complete the step you're responsible for.
Closing a Resolved Assignment
Close an assignment and archive it as resolved once all the steps are completed.
Closing an Unresolved Assignment
Use the Assignments interface to close and archive an assignment as unresolved when the work is no longer needed.
Filtering Assignments
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.
Assignments Tab

The Assignments Tab in the Resource Viewer enables you to view the assignments for the file.
The Assignments Tab displays the assignments for the file. You can also use it to quickly move the file through the workflow, or interact with other assignments.
The Assignments Tab in the Resource Viewer is similar to the Assignments interface in the Dashboard interface. For more information, see Assignments Overview.
Creating an Assignment

Use the Assignments interface to create an assignment for content that needs to be developed and assign users to write, review, or verify the content.
You’re in the Assignments interface and want to create an assignment.

Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.
  1. 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.

  2. Complete the following fields:

    1. Enter a summary.
    2. Enter a due date.
    3. (Optional) In the Context Map drop-down 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. 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.
    7. For each step, select users or groups you want to complete the step.

      Step Information

      If you select a group or more than one user, all members will be notified when their step becomes active, and one member will have to claim the step to complete it.

  3. Click Create
An assignment with the selected options is created. An inbox notification and email are sent to the user responsible for the first step.
Creating an Assignment for a File

Use the Assignments interface to create an assignment for a file and assign users to it.
You’re in the Content Manager and want to create an assignment for a file.
  1. Right-click a file and select New Assignment.

    Expected Result
    The Create Assignment window displays and the file is listed in the Resource field.
  2. Complete the following fields:

    1. Enter a summary.
    2. Enter a due date.
    3. (Optional) In the Context Map drop-down 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. 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.
    7. For each step, select users or groups you want to complete the step.

      Step Information

      If you select a group or more than one user, all members will be notified when their step becomes active, and one member will have to claim the step to complete it.

  3. Click Create.
An assignment for the file is created. An inbox notification and email are sent to the user(s) responsible for the first step in the workflow.
Viewing Assignments

Use the Assignments interface to view assignments and access detailed information about an assignment.
You’re in the Assignments interface and want to view details about an assignment, and preview and edit a resource for the assignment.

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. To preview an assignment resource, click View.

    Expected Result
    A preview of the file displays in the Preview Tab.
  3. To edit the file in the Topic Editor, click Edit.

    Expected Result
    The topic displays in the Topic Editor.
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

Use the Assignments interface to complete the active step that you’re responsible for and move the assignment along the workflow.
You’re in the Assignments interface and want to complete the step you’re responsible for.

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 Complete.

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

Use the Assignments interface to forward an assignment to another user when you can’t complete the step you’re responsible for.
You’re in the Assignments interface and want to forward an assignment that you’re currently responsible for to another user.

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 Forward.

    Step Information
    Expected Result
    The Forward Assignments window displays.
  3. In the Forward to field, enter or select a user.
  4. (Optional) Add a comment to explain what needs to be completed for this step.
  5. Click Forward.
The user you selected is now responsible for the step. They will receive an inbox notification and email about the change.
Closing a Resolved Assignment

Close an assignment and archive it as resolved once all the steps are completed.
You’re in the Assignments interface and want to close a resolved assignment.

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 Close Assignment.

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

  3. (Optional) Enter a comment.
  4. Click Close Assignment.Assignments interface
The completed assignment is closed and archived as resolved in the assignments listing.
Closing an Unresolved Assignment

Use the Assignments interface to close and archive an assignment as unresolved when the work is no longer needed.
You’re in the Assignments interface and want to close an unresolved assignment.

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 Close Assignment.

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

  3. Uncheck Resolved.
  4. (Optional) Enter a comment.
  5. Click Close Assignment.Assignments interface
The assignment is closed and archived as unresolved in the assignments listing.
Filtering Assignments

Manage the assignments that are displayed in the Assignments interface.
You’re in the Assignments interface and you want to filter the assignments displayed.

Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.
  1. To filter using the Quick Filters, do any of the following:

    Step Information
    1. To display assignments assigned to you or assignments you are the active user of, click Needs my Attention.
    2. To display all open assignments, click Open.
    3. To display assignments assigned to you, click Assigned to Me.
    4. To display assignments assigned by you, click Assigned by Me.
    5. To display all assignments, click All Assignments.
  2. To filter using the preconfigured filters, do any of the following:

    Step Information
    1. To filter based on the status of the document, click Status and select an option.
    2. To filter based on the stage in the workflow, click Active Step and select an option.
    3. To filter based on the type of assignment, click Type and select an option.
    4. To filter based on the user the assignment is assigned to, click Assignee and select a user.
    5. To filter based on the creator of the assignment, click Issuer and select a user.
    6. To filter based on the active user, click Active User and select a user.
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.
You’re in the Assignments interface and want to search within assignment summaries.

Note:You can access the Assignments interface through the Dashboard interface or Resource Viewer.
  1. Enter a search term into the Search Summary field.

    Step Information
  2. Press Enter or click the Search icon.
The All Assignments quick filter is selected and all assignments with the search term in the assignment summary are displayed.