Automate Due Dates in Content Workflow

Advanced Workflow enables you to automate due dates by setting them directly in your workflow rather than individually on each item. You can schedule timeframes for each step in the workflow, with the option to choose between two types of due dates: Dynamic and Fixed.

Types of Due Dates

Dynamic Due Dates

Dynamic due dates allow you to schedule time against workflow steps. For example, you might want to schedule 2 days for "Draft" and three days for "Review." In this scenario, when "Draft" becomes active, a due date is automatically set for two days in the future. When "Review" becomes active, a due date of 3 days in the future is set.

Fixed due dates

Fixed due dates are exactly that - specific dates in the calendar. Handy if you have immovable deadlines to meet.

How to Set Dynamic due dates

1. Navigate to the Workflow tab.
2. Select the workflow you want to edit.
3. Click on thebutton - options for both Dynamic and Fixed due dates.
4. Select Dynamic
5. Enter a numerical value for the selected timeframe. The possible timeframes are Days, Weeks, and Months.
6. Finally, specify a time. The default time is 5:00 PM.
7. Don't forget to save your changes.
8. To remove a dynamic due date, click the Remove button.

How to Set Fixed Due Dates

1. Navigate to the Workflow tab.
2. Select the workflow you want to edit.
3. In your workflow settings, click on the button. You'll see options for both Dynamic and Fixed due dates.
4. Select fixed.
5. Setting fixed due dates works the same way as due dates across the rest of the app.
6. Select a date in the calendar and specify a time.
7. The due date will then be applied to the related workflow step across all items using that workflow.
8. Save your changes.
9. To remove a fixed due date, click the Remove button.

Managing Dynamic Due Dates

Dynamic due dates are managed exclusively via the workflow and cannot be set on items individually. When changing dynamic due dates, the changes are rolled out across all the items using that workflow. An item's active workflow step will consider the changes once that workflow step is activated again.

How Dynamic Due Dates Work

Dynamic due dates become fixed when the associated workflow step is activated. This action is reapplied each time the step becomes active.

To demonstrate how timeframes affect due dates, let's assume today's date is Monday, January 1.

How to Override Due Dates

Inevitably, the due date of an individual item will need to change from the ones dictated by the workflow. For that reason, we allow these due dates to be overridden.

1. To override an automated due date, navigate to the item.
2. Select the workflow indicator.
3. Choose the icon next to the corresponding workflow step to reveal the calendar. 
4. Setting a due date on a workflow step that has an automated due date set will display a notification informing you of such a thing.
5. When you have chosen your new date and time, save the changes
6. Due date overrides are possible for both dynamic and fixed due dates.

Updated July 22, 2024 18:23