Workflow and Assignments

This section describes how workflows and assignments work in Paligo.

Workflow

The standard documentation workflow status types are quite straightforward. There are 5 possible stages, but they are not mandatory, so you can decide to skip stages if you want.

For instance, if you do not translate your content, you obviously skip stage 3 and 4.

  1. Work in progress: For authoring and editing content. The initial stage of any document.

  2. In review: For SME review, proof-reading, etc. When the document is in Review, it is not locked, but marked as In Review.

  3. In translation: If you have multi-lingual content. While the document is in the Translation stage, the document is locked for editing.

  4. In translation review: For proof-reading or post-editing translations in the translation editor.

  5. Release: Final version of the document is released. When a document is released, it is locked for further editing.

Here is the standard workflow in a diagram:

Review-Workflow.png

You can choose whether to tie the workflow more closely to assignments or not. In the Planner settings, you configure what should happen when an assignment starts and ends, and whether the document should move to the next workflow state automatically.

Note

Tying workflow stages to assignment workflows can be convenient, but in a single-sourcing environment where you have many different variants reusing the same topics, it can sometimes be preferable to change the workflow stages manually, in order to have more control over the stages of the variants.

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

Example 1. Example of automatic workflow

This example shows what happens if you are using automatic workflows tied to assignments. It assumes those settings are made in the Planner and in this example that you are choosing not to use translation in your workflow. If you do have translations, the last step of releasing the document must be done manually.

  1. Author writes a document, either directly or from a contribution assignment.

  2. Author creates a Review assignment to a group of SME reviewers.

    The document moves from Work in progress to In review.

  3. All reviewers finish their review and sets the assignment to Approved.

    The document moves from In review to Released.


Assignment types

In Paligo you can manage your projects and workflow by creating assignments of various types. The assignments you can create are:

  • Contribution assignments

    Use contribution assignments when you want someone to create or edit content. For example, a project manager or team leader could assign topics or entire publications to authors to update. The license type of the user who receives the assignment determines what they can do.

    • Users with an Author license can create and edit content in Paligo's full editor, but also have access to the Contribution Plus editor and review features.

    • Users with a Contributor license do not have access to Paligo's full editor, but they can use the Contribution Plus editor. The Contributor Plus editor is designed to allow non-writers to contribute to the documentation. It has features for editing and creating content, but does not include the more advanced authoring features of the full Paligo editor, such as content reuse.

  • Review assignments

    Use review assignments when you want someone to read your content and provide feedback as comments. For example, you could send a review assignment to an SME (subject matter expert) to check for technical accuracy, proofreading, etc.

  • Translation assignments

    Use for managing translations, creating translation packages, and/or post-edit translations. Or even translate directly in Paligo by using the translation editor.

Assignments can be created in a number of ways, either directly from the Content Manager or from the Planner view.