Working with Items in Content Workflow

Items are the content pieces inside your project. They are where your team can come together to work effectively on content creation. Items provide a structured environment for brainstorming, drafting, editing, and refining your content all in one place. This article will cover how to work and collaborate inside items. 

Add Content to an Item

Before you can add content to an item, it needs a structure or template.

• All new items will be auto-populated with 1 text field and 1 asset field. To get started, click inside the text field and start typing.
• If you would like to add a prebuilt template to any item, please follow our guide on templates and structure. 
• You can create a custom structure or new template if you have the permission to create templates, applied to your role. 

How is an Item Structured

When your item has a structure or template applied, you'll notice that the item is broken down into a series of fields. This is where you create your content.

• Each field has a label, and some field guidelines, and may have a word or character limit. This helps authors write the content in the format that's needed.
• The field type and field label let the author know what content is required to be added to this field. Instructions underneath a field provide extra clarity.

Saving your Content

The Content Workflow item editor uses auto-save. This means that your content is being saved as you type. When your work has been saved, you'll notice appear at the bottom-right corner of the item.

Viewing Revisions in an Item

You can track the changes made in an item through the revision history. Here, you will be able to see what content changes were made, who made them, what content has changed status and when the change(s) were made. You can also duplicate a previous revision into a new item.

See what's changed in the content between revisions

1. Navigate to an item.
2. Open the menu and select Revision History.
3. Each entry into the revision history is listed in reverse chronological order down the right-hand side of the page, with the current version at the top.
4. Click the time and date of the revision of which you'd like to see the changes.
5. The person who made the changes is indicated by their avatar. 

Each revision displays the differences between the chosen version and the one before it. Edits by a single person are grouped in one entry. You can also view the item's workflow status at each save point. Differences between the two versions will be highlighted for easy identification.

• Removed content or assets will be highlighted in red, and content or assets that have been added will be highlighted in green.
• Content style changes will also be highlighted in purple. Comments count as content style changes due to the yellow mark tags that are added, so any comments added will be shown as purple in the revision history.
• You may exit the revision history view (and head back to the item itself) by pressing in the top left.

Collaborating on Content

You can collaborate on an item in real-time with your team.

• If anyone else is editing the item, you'll see their avatar in the top right.
• The coloured circle around their avatar will also be visible by their pointer, which will show that person's location on the page, so you can keep track of any edits they're making.

Assigning People to an Item

Assigning people to an item is a good way of letting them know they are responsible for it. Those assigned to an item will receive regular updates regarding its progress including status changes and upcoming due dates. 

• Your assigned items will visible from your project overview page, indicated by theicon.
• To view a list of your assigned items, navigate to the left sidebar inside the content hub. 

Assign people from inside an item

1. Navigate to the item.
2. Clicklocated in the top right of the page to open the contributors menu.
3. Use the search box to type the prospective assignees name.
4. Choose the person from the list to assign them to the item. They'll appear above.

Assign people from the content hub

1. Navigate to the content hub.
2. Choose the items. You can hold Shift ⇧ on the keyboard to select multiple items.
3. Select from the toolbar at the bottom of the page.
4. Choose the people you want to assign or search them by name.
5. Click Assign to save.

Un-assigning people from inside an item

1. Navigate to the item.
2. Clicklocated in the top right of the page to open the contributors menu.
3. Move your cursor over the assignee and selectto remove the assignment.

Unassign people from the content hub

Here's how you can remove all assignees from multiple items at once:

1. Head to the content hub.
2. Select the items you want to un-assign people from. They should appear highlighted once selected. You can hold Shift ⇧ on the keyboard to select multiple items.
3. Choose From the toolbar at the bottom of the page.
4. Click to remove all assignees.

Copying and moving an item

Here's how you can copy an existing item in Content Workflow. These can be kept in the same project, or copied to another in your Content Workflow account.

From inside an item

1. Navigate to the content hub.
2. Select the item you want to duplicate from the item list. 
3. Inside the item, click in the top, right-hand corner of the page.
4. From the drop-down menu, select Duplicate item.
5. The page will redirect to the duplicated item and be identifiable with duplicate in parenthesis.
6. The item's content will be duplicated, but any comments or revision history from the original item will not be.
7. The duplicated item will be located in the same folder as the original and will be at the first step in your workflow.

From the content hub

1. Go to the content hub in the main navigation.
2. Select the items you'd like to copy. They should appear highlighted once selected. You can hold Shift ⇧ on the keyboard to select multiple items with a single click.
3. To do this for all items in a project, click on the All Items folder on the left sidebar. Select an item and scroll to the bottom of the page. Then, click Select all from the toolbar.
4. From the toolbar at the bottom of the page, select .
5. Choose the copied item(s) destination project from the dropdown list. This can be any project that you have access to.
6. Press Confirm to copy the items.

Updated September 04, 2024 18:20