Assignment and Workflow Settings

In the Assignment planner settings you can define your workflows, as well as decide what notifications to send out for assignments. You access it through the icon in the top right corner of the Planner view.

Assignment planner settings cog icon shown on toolbar on Planner.

Settings for before or during the assignment

Default settings for assignments dialog. The general tab is shown by default.
  1. Change the document release status: Check this if you want assignments to be tied to workflow status changes. Then, creating a Review assignment, for instance, will automatically move the document to the In review workflow stage.

  2. Check in documents: If there are components checked out, it may cause problems carrying out the assignment. Enabling this option will automatically check in all related components.

  3. Send email to all assignees: If checked, each assignee gets an email when assigned a task.

    You can also select to include an iCal invitation. Note that how well iCal invitations work differs between email clients.

  4. Notify me: If you want an email reminder when your assignment starts.

  5. Send a reminder to assignees: If you want to remind any assignee who hasn't yet responded (approved or rejected) one day before deadline.

Settings for when the assignment finishes

reviewsettings.png
  1. Change the document release status: Check this if you want assignments to be tied to workflow status changes. In this case, when a review assignment finishes, it will move the document to the next stage in the workflow.

    If there is no translation stage (chosen in next setting), this would release the document.

  2. Use translation stage for automatic workflow changes:

    • Assume that my documents are translated (default): If this is chosen, the "next" stage will be In translation if you have chosen to move the workflow stage automatically above when finishing a review assignment.

      ... InReview.pngInTranslation.png ...

    • My documents don't need to be translated: If you choose this, the "next" stage after In review will be Released when finishing a review assignment.

      ... InReview.pngReleased.png ...

    Example 1. Automatic workflows with assignments

    Let's say you enable the Change the document release status setting in the General settings and in the Review assignment settings. This means that the document release status will change at the start of the assignment and when the assignment is finished.

    For content that does not need translation, the status changes occur automatically with each stage of the assignment workflow.

    WorkInProgress.pngInReview.pngReleased.png

    For content that is translated, the status changes occur automatically up to the translation stage.

    WorkInProgress.pngInReview.pngInTranslation.png

    With translations, you will need to change the status to Released manually. You can do this in the Resource view.


  3. When is the assignment finished?:

    • All users have responded (default): In this case, the assignment is finished as long as all assignees have responded, whether they have approved or rejected.

    • All users must have approved: In this case, the assignment will still be active, even if all assignees have completed it, if any of them have rejected it. You can then re-assign the same assignment again.

Settings for review comments

You can choose how comments will be retained in your review workflow. If a review workflow has finished, you may for instance not want to see the same comments in the next review.

These settings let you decide what works best for your workflow.

reviewsettings3.png
  • If you always want to have older comments auto-archived at the start of a new assignment, set the first dropdown to Archive comments.

  • If you instead want to auto-archive at the end of an assignment when all reviewers have approved, set that in the second dropdown.

  • If you never want to auto-archive comments, set both of the dropdown options to "Don't archive comments".

Settings for Contributor topics

When you give Contributor Plus users an assignment, they can add new topics. These are stored in a default Contributor folder, which is Documents/(Username), contributions by default. But you can choose a different parent folder for the new topics if required. Use the Where to Save New Topics section on the Contributions tab.

reviewsettings4-nr.png

Filter Settings

The Filter settings allow you to easily see only what you are interested in. You can filter on assignment type, language, assignee, and status:

AssignmentFilterSettings.png