Assignment workflows

You can assign multiple users to an assignment in different roles. This lets you setup the entire workflow for an assignment.

Note: The names of roles and statuses used here are the default names. The names may be different in your deployment of IXIASOFT CCMS Web.

Some roles have a maximum number for assigned users. This also depends on the configuration in your deployment.

You can assign all the users that you need for the entire documentation process while creating the assignment. This saves you from continually updating who is assigned to the assignment. For example. you can assign yourself to an assignment as a writer and at the same time assign contributors and reviewers.

If the assignment is not in a status that would make it active for a role, then the assignment does not appear on the My Assignments page for users with that role. For example, an assignment only appears on the My Assignments page for the assigned contributors when the assignment is in Contribute status. As the assignment changes status and moves through its workflow, it becomes active for users with specific roles as needed.

Example of an assignment workflow

The following is an example of one possible workflow for an assignment. Other workflows are possible. This process could start with a technical writer, an information architect, or anyone else.

  1. The technical writer creates a map and some topics, which all start in the Work status.
  2. She assigns a group of subject matter experts (SMEs) to the map, who have the role of Contributor. The writer also sets the assignment rule to mark the assignment as finished only when all SMEs are finished.
  3. Then she assigns another technical writer to the map in the role of Reviewer. She also sets the rule where the other writer can change the status.
  4. The technical writer changes the map and some topics to Contribute status, and the map becomes an active assignment for the SMEs.
  5. When the SMEs open their My Assignments page, the assigned map in Contribute status appears as an item to work on.
  6. When a SME finishes his review, he changes marks himself as finished. A check mark appears on the object's icon for that SME.
  7. When all SMEs are finished, the assignment changes to finished. A check mark appears on the object's icon for all users.
  8. The technical writer see the assignment is finished, and changes it back to Work status. The finished check mark disappears, and it becomes an active assignment for her.
  9. The technical writer changes the topic to Review status, and it becomes an active assignment for the other writer reviewing it.
  10. The other technical writer reviews it and changes it back to Work status. It becomes an active assignment for the first technical writer again.
  11. When the technical writer has finished, she changes its status to the Complete status.
  12. The product manager or information architect takes the completed topics and pushes them to the Done status, so they can either be published or sent for localization, as required.