Content workflows

During the process of creating, editing, reviewing, and approving a document, the content goes through several changes in status. Each status requires input from users with different roles.

Every object has a status that reflects the object's current corresponding workflow stage. Objects change status according to the workflow, as defined in your deployment.

The status of an object can identify the following:

  • Location within your documentation process
  • Next workflow stage
  • User currently responsible for the object
  • Possible workflow stages that remain before completion
Figure: Sample workflow
Sample workflow

Roles and workflows

Each user can only act within their assigned roles. Your company configuration defines the roles that are available to you. For example, you could specify that only a Writer can move a topic from an Authoring:done status back to and Authoring:work status. Typical roles might include the following:

  • Contributor: A subject matter expert (SME) that provides a rough draft for refinement by a technical writer

  • Writer: A technical writer that authors content and sometimes assigns reviews to other users

  • Reviewer: A subject matter expert (SME) that provides the writer with feedback comments and verification of accuracy on the submitted content

A user has the responsibility to work on objects assigned to that user that have a status that is active for that role. For example, a writer is responsible to write on assigned topics with an Authoring:work status, but that same writer is also responsible to act as a reviewer for a topic that has an Authoring:review status, when assigned that role by another user. A writer or other user can specify that assigned role during the object's change of status to permit other users with the specified role to work on the object.

For example, a contributor or author can assign UserA as the author for a topic the contributor or author created. After making any modifications or updates, UserA can assign the review of that topic to any other user. The reviewer could easily be the original contributor or author, or could be a different user with the reviewer role.

Object dependencies and workflows

An object cannot be further along in its workflow than its child dependencies.

For example, if the topic you want to move to an Authoring:done status includes an image that still has an Authoring:work status, the related image must have an Authoring:done status before the topic can move to an Authoring:done status. This same policy applies if the topic references conrefs or cross-references still have an Authoring:work status.

Important: In IXIA CCMS Web, a deep status change automatically changes the status of child dependencies when you move the parent, if it is able to do so. In such cases, there is no need to first move all children before you move the parent.