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About Collaboration

To track your content through each stage of the workflow, we recommend that you use assignments to assign tasks to other users, see User Types. You can categorize users in User Groups to be able to invite a specific type of user (for example SMEs = subject matter experts).

In Paligo there are several Assignment Types, each with a different purpose. They are called Review, Contribution, Translation, and Translation Review. The assignments are tracked by Paligo and you can monitor them from your Dashboard. The assignees work with the assignments in the Contributor Editor.

Tip

You do not have to use assignments for collaboration. If you prefer, you can also Share Content (without assignments), but be aware that there is limited tracking for shared content.

Workflow diagram showing the stages. Begins with work in progress, then In review, then In Translation, In Translation Review, and ends with Released.

If you want to find out more about assignments as:

Note

There are two types of assignments that do not apply to user groups:

These can only be sent to a single assignee. For information on translation assignments, see About Translating.

Workflow Status

Every publication and topic in Paligo has a status that shows where the content is in relation to the production workflow, see View the Status. The image below shows the standard 5 step process and possible statuses. They are not compulsory, if you do not translate the content, you can skip the In Translation and In Translation Review.

You can manually Change the Status But if you use assignments, which Paligo recommends, you can Automatic Status Change. To find out about using assignments, see Working with Assignments.

  1. Work In Progress - For when the content is being created or edited in the source language.

  2. In Review - For reviews of the source content.

  3. In Translation - The content is in the process of being translated. This content should not be edited as it is being translated, and so any further changes will be different to the translation. (Optional)

  4. In Translation Review - The content has been translated and now those translations are under review. Again, this content should not be edited, as any changes will be different to the translation. (Optional)

  5. Released - The content has been written, reviewed, translated and published. This content is complete and should not be edited without first changing the state.

Workflow diagram showing the stages. Begins with work in progress, then In review, then In Translation, In Translation Review, and ends with Released.

Note

For more information on how these states are used for versioning, see About Versioning.

View the Status

To view the workflow status of your publications and topics, use the Resource View:

  1. Select the folder containing the content in Content Manager. Folder_small.jpg

    If the content is not in a folder, select the top-level folder Documents. Document_folder_small.png

    ContentManager.jpg

    This will open the Resource View.

  2. Look at the column between Taxonomies and Editor. It shows the current status of each publication and topic in the folder.

    Resource view is a list showing details about publications and topics. The details include the current status.

    Tip

    To find out what each of the states means, see Workflow Status.

    To learn how to change the status of publications and topics, see Change the Status.

Change the Status

At certain stages in the workflow, you need to manually change the status of your content. For example, when you want to start translating a publication, you will need to switch it from In review to In translation.

Tip

You can get Paligo to change the status of content automatically when an assignment starts or ends. The default settings for assignments have features for adapting the workflow and automatically changing the status, see Assignment Settings.

To change the status of your content manually:

  1. Select the folder containing the content in Content Manager. Folder_small.jpg

    If the content is not in a folder, select the top-level folder Documents. Document_folder_small.png

    ContentManager.jpg

    This will open the Resource View.

  2. Look at the column between Taxonomies and Editor. It shows the current status of each publication and topic in the folder.

    Resource view is a list showing details about publications and topics. The details include the current status.

    To find out what each of the states means, see Workflow Status.

  3. Select a status from the drop-down list.

    A topic status is selected, revealing a drop-down menu containing options for the other possible states.

Automatic Status Change

Paligo can automatically change the status of your content when an assignment begins, and in the case of review assignments, also when they finish. This saves you from having to change the state manually to progress your content through the stages of the production workflow.

To set up automatic state changes:

Note

Setting up automatic state changes for the workflows can be convenient, but should be considered carefully. In some situations, it can be preferable to change the state manually, for example, if you have many different variants reusing the same topics. In this scenario, changing the state manually gives you more precise control over the stages of the variants.

See more about the effects of workflow state changes in different scenarios here: Change Workflow for Reused Content.