Assign objects to users

The IXIASOFT CCMS lets you quickly and easily assign objects such as maps or topics to the people who will be responsible for them in the different phases of the content development cycle.

Note: User roles must be configured for each type of object.

The procedure for creating an assignment differs depending on what kind of feedback you want and what your assignees will be using to provide that feedback. If you are assigning an object (map, topic, etc.) to someone who will be modifying the source content (contributing or editing content) using the IXIASOFT CCMS Desktop or IXIASOFT CCMS Web, use the following steps to complete the assignment. If you want to send a map to a group of reviewers so they can simultaneously annotate the content, then you must first create a Collaborative Review.

If you intend to use IXIASOFT CCMS Web for users to contribute or edit content, then you must set a Context Map when you assign the topic. A Context Map is the map in which the topic is contained. This map not only provides the user with context for the topic so they understand how the content fits in to the object as a whole, but it also provides the source from which to resolve any keys contained in the topic.

Note: Depending on the configuration in your Content Store, if you assign an individual to a topic under multiple roles, he or she might see what appears to be duplicate assignments on their Assignments page, but which are actually two assignments for the same topic under different roles. If this situation occurs and causes confusion, ask your IXIASOFT CCMS system administrator to review the roles configured in the Content Store to make sure each role is configured with a different active status.

To assign objects to users:

  1. Locate the objects that you want to assign; for example, you can perform a search.
  2. Right-click the required objects from a view.
  3. Click Assign to from the menu.
    The Assignments dialog appears with a left and a right pane. The left pane displays all the roles that are configured for the types of objects you selected.

    If any of the check boxes are selected, this means that some of the objects you selected are already assigned to people.

  4. If you want to filter the list of names displayed in the Assignee pane, select as desired:
    • To filter by project, select the By project checkbox and click the name of the project from the list. To further filter the choices of projects to those of which you are a team member, select the My projects only checkbox.
    • To filter by group, select the By group checkbox and click the name of the group from the list.
  5. In the Assignee pane, expand each role to see the list of people who are available and select the required people from each role.
    You can enter text in the Filter results on the first column's text... field to find certain people.
  6. Optional: If you are assigning objects that are part of a project and you want to use the project's default role assignments, right-click the role name and select Use Project Default(s) > projectname (where projectname specifies the project whose role assignments you want to use).
    If there are no available projects, this section will be disabled.
    The objects are assigned to the people who hold the default role assignments in the selected project.
  7. Optional: Expand each person’s name to assign selected objects to that person.
    In the following diagram, two reviewers have been assigned topics.
    Figure: Example of reviewers being assigned to topics


  8. Optional: In the right pane, set the due dates for the objects:
    1. Right-click an object and then select Set Due Date from the menu.
      An interactive calendar appears. For example:


    2. Select the required date, then click OK.
      The selected date appears in the Due Date column.
    3. Repeat for each object or role, as required.
      When these objects are assigned to specific people, the object names and their due dates will appear in their Todo Lists.
    Note: If you need to clear the date from an object, right-click the object and click Clear Due Date.
  9. Optional: Add comments as desired:
    1. Right-click an object and click Edit Comment.
      A Comment window opens. For example:
    2. In the Comment dialog box, type a comment and click OK.
      The comment appears in the Comment column.
    3. Repeat for each object, as required.
    Note: If you need to clear the comment from an object, right-click the object and click Clear Comment.
  10. Set the context map for topics (required when using IXIASOFT CCMS Web):
    1. Right-click a topic and click Set Context Map.
    2. In the Set a Context Map dialog box, click the map in which the topic is contained. The associated map provides assignees context for the topic within its parent map and is also used to resolve the keys.
      Important: The parent map must be open in the DITA Map view for it to be available as a Context Map in the Assignments dialog box.
    3. Click OK.
    4. Repeat for each topic, as required.
  11. Set the approval system for the objects:
    1. Right-click an object and click Set Approval System.
    2. Click the approval system you want to use. The available selections are based on your system configuration.
      For example, you might have one of the following default approval systems included in IXIASOFT CCMS:
      • Unanimous: All users in this role must approve an object or image before it can pass to the next status.
      • Simple majority: A majority of users must approve an object or image before it can pass to the next status. By default, this means that more than 50% of users must approve this object before it can pass to the next status.
      • Single approval: an object or image can pass to the next status once any user in this role has approved it.
    3. Set approval systems for each object or role, as required.
    Note: If you need to clear the approval system from an object or from a role, right-click the object and click Clear Approval System.
  12. Optional: Add a link to a web site to point the assignee to additional information; for example, provide a link to a wiki page or to a ticket in a bug tracking system.
    1. Right-click an object and click Set external link.
    2. In the External Link dialog box, type the HTTP or HTTPS-based URL to the web site.
    3. Click OK.
    Note: If you need to clear the external link from an object or from a role, right-click the object and click Clear external link.
  13. Click OK.
The people to whom you have assigned objects will see the object names in their Todo Lists.