Guide to Content Workflow for Authors, Reviewers and Approvers

This guide is designed to help authors, reviewers, and approvers learn the basics of Content Workflow. We'll cover the essentials, from accessing and navigating your account to adding and formatting content. 

Getting Around in Content Workflow

When you first log in, you'll see your assigned projects in the project overview.

• Each tile is a project. Click anywhere in the tile to open it up. 
• Inside a project, you'll find a project's content in the content hub.
• In the Content Hub, you'll see the list of items. These are the content pieces of a project, so your content will be written inside an item.

Navigating the Project Hierarchy Using Folders

Your content items live in folders that outline the project hierarchy.

1. Click on any folder to open it and see the items inside.
2. The folder with the same name as the project is at the top level of the hierarchy.
3. You can view your content items under the 'All items' view. 

Getting Around in an Item

1. Click an item's name to open it.
2. If you'd like to go back to the content hub, click. 
3. Select to navigate to a specific section in the item or a different item in your project.

How to Add Text Content to a Page

You'll notice the item has different fields.

1. Click inside a text field and begin typing content.
2. There may be handy hints below the field that help guide you when writing.
3. Your content is automatically saved as you type. The status is indicated at the bottom right side of the page.

How to Add Files, Images, or Videos to a Page

Only text and image files can be added to a text field. Check out this article to learn how to add images to a text field. All other file types must be added to an asset field. They look a bit different:

1. Click inside an asset field. 
2. The project tab will display all uploaded assets. Select the one(s) you need and hit to add those assets to the item.
3. You can also add assets from your device via the upload tab. You can drag and drop them into the space or upload them by choosing.

Add metadata

Tabs are a useful way to include metadata. Tabs allow information that's still related to be stored separately. For example, metadata may be collected on another tab in an item or content translated into a different language.

1. Navigate to an item and select the meta tab.
2. Type into any text field to add content.
3. When you open an item, you'll always see tab one first.

Format text

You'll see a formatting bar across the top of the item, just below your tabs.

1. Choose the formatting you need and begin typing in the text field.
2. To apply different headings to text, click the dropdown menu in the formatting toolbar, then choose your font style.

How to Review and Approve

Your team should guide you on how they want you to use Content Workflow to review and approve content. Some teams only require you to leave comments and change the workflow status, whereas others require users to edit the content.

How do I Find my Assignments

1. Navigate to the content hub.
2. You can select the My Assignments folder to the left. This will present your assigned items. 
3. Your avatar will appear in the assignees' column of all your assigned items.
4. You may also see a due date, which will let you know when it is expected to be completed.

How to Add a Comment

1. To add a comment to some text, highlight it.
2. Above the highlighted text, a speech bubble will appear. Click it to start a conversation.
3. Alternatively, you can select from the formatting toolbar. Both options will open the comment creator.
4. You can @mention your colleagues to let them know about your comment. Typing @ will produce a dropdown menu with dropdown for your users. 
5. To add a general comment on the item clickin the top right-hand corner.

How to Participate in Conversations

All open conversations will be placed on the right side of the page, adjacent to their connected content. 

1. Click a comment to open the conversation thread.
2. You can add a reply in the box at the bottom.

Updating the Workflow Status of an Item

The item's workflow describes its content journey from creation to publication. It contains the steps that a piece of content takes before it is complete. Each item will always have a workflow status applied to it.

1. The current workflow status of an item is indicated at the top of the page. You can click on the status to open the workflow, which will provide more information and list all the steps in the workflow. 
2. Once you've completed your tasks, you may need to move the item to a new workflow status.
3. Click the current workflow status at the top of the item to reveal the workflow. Select the status that you want to move the item into and click.
4. Before setting the status, you can notify a colleague of the status change by @mentioning them in the leave a note text box. 

Your notifications

Notifications are issued in 2 places: via email and through the in-app notification center. You'll receive an email notification when you're mentioned or an action is taken on an item that you are assigned to.

1. You can also view your notifications via the sidebar menu.
2. To access this, you can click . A red dot above the bell indicates unread notifications.
3. You can manage your notifications from within your account. 

Updated August 13, 2024 17:30