Assignments
When you create, translate and publish content in Paligo, it is important that you understand the production workflow. The workflow is the recommended order of creating, reviewing and publishing content. To learn about the workflow, see Workflow Status.
To track your content through each stage of the workflow, we recommend that you use assignments. You can assign tasks to other users, including reviewers and contributors, see User Types. They are designed for collaboration and you can use them to invite other users to work on content at particular stages in the workflow. For example, you can create a review assignment to invite subject matter experts (SMEs) to proofread content in the review stage. 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.
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If you are a Administrator or Author and want to find out more about setting up assignments, see:
If you are a Reviewer and need information on working on a review assignment, see:
If you are a Contributor and need information on working on a contribution assignment, see:
Note
For information on translation assignments, see Translation Management.
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 of a Publication or Topic. 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 of a Publication or Topic But if you use assignments, which Paligo recommends, you can Automatic Status Change with Assignments. To find out about using assignments, see Working with Assignments.
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Work In Progress - For when the content is being created or edited in the source language.
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In Review - For reviews of the source content.
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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)
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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)
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Released - The content has been written, reviewed, translated and published. This content is complete and should not be edited without first changing the state.
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Note
For more information on how these states are used for versioning, see Version Management.
To view the status of your publications and topics, use the Resource view:
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In the Content Manager, select the folder that contains the publications or topics that you want to view. If your content is not inside a folder, select Documents instead.
When you select a folder or Documents, Paligo displays the Resource view. It shows all of the publications and topics that are in that folder or the Documents section.
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Look at the column between Taxonomies and Editor. It shows the current state of each publication and topic in the folder.
To find out what each of the states means, see Workflow Status.
To learn how to use the Resource view to change the status of publications and topics, see Change the Status of a Publication or Topic.
At certain stages in the workflow, you need to change the state 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.
Note
You can get Paligo to change the state 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 Default Settings for Assignments).
To change the state of your content manually:
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In the Content Manager, select the folder that contains the publications or topics that you want to view. If your content is not inside a folder, select Documents instead.
When you select a folder or Documents, Paligo displays the Resource view. It shows all of the publications and topics that are in that folder or the Documents section.
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Look at the column between Taxonomies and Editor. It shows the current state of each publication and topic in the folder.
To find out what each of the states means, see Workflow Status.
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Select a status to reveal a drop-down list, then select the new state from the list.
Paligo can automatically change the state 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:
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Use the default settings for assignments to set Paligo to change the state automatically. You can tell Paligo what action to take when an assignment starts and also when it ends.
For details, see Automatic Change of Release Status.
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Use assignments for your review tasks.
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: Changing Workflow for Reused Content.