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Defining a simple content workflow

Dynamic Content includes features to help enhance your content production workflow: content item statuses and the ability to assign content to one or more users.

Content status
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Content statuses can be used to indicate the status or progress of content, and support workflows, such as translation, in your content production process. You can define up to 100 statuses per hub and give each its own label and color.

Item statuses can be viewed and updated from a content item's card

Adding and editing content statuses
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To add, view and edit values for workflow status, choose "Status" from the settings menu.

info

If the status feature is not available on your hub, contact your Customer Success Manager to have it enabled.

Choose Status from the settings menu to view, edit or create content statuses

The "Status settings" window is displayed for you to manage up to 100 statuses for a hub. In the example below we've defined a set of statuses to support a translation workflow.

To add a new status click the "+" icon. Give the item a label and choose a color. In this example we're adding a status of "Image review".

Adding the label and choosing a color for a new status

When you've entered a label and color, click the Save icon to the right of the color.

Saving the item status

To edit an existing status, change its label or color and click the Save icon. Any changes you make to the name or color of a status will be propagated to any items that already use the status.

note

It's not currently possible to delete a status.

Setting a status for content
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Once statuses are set up for a hub, they can be used to track the progress of content through a workflow. To do this, you set statuses for content items and slots. Statuses do not enforce any functionality and are simply a visual guide.

Developer info

Developers can set up webhooks to send notifications when content's status changes.

Setting a status for a single item
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To set the status for an item in the content form (shown below) or in the content library, you use the "Status" menu. When you create a new content item and save it, you can set a status from the "Save" dialog.

Setting a status from the content form

When you set a status from the content library, if an item doesn't have a status, hover the cursor over the item to access the "Status" menu.

Setting a status from the content library

Setting a status for multiple items
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To set a status for multiple items, select them in the content library and choose a status either from the toolbar, or from the right-click menu. To quickly select all displayed items, use "Select all". See Performing bulk actions.

This example shows setting a status for multiple items in grid view.

Setting status for multiple items

Filtering content by status
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You can filter the content library to show content with selected statuses only, for example, to show only content that is in review.

Choosing to filter by content status

In this example, the In Review status is selected, so only items with this status are displayed.

Filtering items by status in the Content Library. Showing only items with a status of draft

Assigning content items
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You can assign content items to yourself or to one or more other users, and filter the content library by assignee. This allows you to focus on just those content items that you need to work on. You can also filter your Dashboard's “Assigned content” panel, to easily track content assigned to you.

Item assignees are represented by either:

  • A user's Gravatar, if one has been registered for their email address

  • A generated icon based on the user's name and a color chosen at random from a standard set of colors

Hovering over an "Assigned to" icon displays a popup with the full name of the assignee.

Developer info

Developers can set up webhooks to automatically notify users when content is assigned to them. See our example Slack integration for assignee changes.

Assigning a single item to users
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To assign or un-assign an item in the content library or the content form (shown below), use the "Assign to" menu or the "Assign to" icon (shown in the content form below). When you create a new content item and save it, you can assign it from the "Save" dialog.

Assigning an item from the content form

When assigning an item from the content library, hover the cursor over the item then use either the contextual menu or the "Assign to" icon to open the "Assign to" dialog.

Choose Assign to from an item's contextual menu to assign it to one or more users

From the "Assign to" dialog choose from recent assignees, or search for other users by name.

Assign the item to a user by clicking the checkbox next to their name. Un-assign the item by deselecting the checkbox.

Assigning multiple items to users
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To assign multiple items to users, select the items in the content library and choose “Assign to” from either the toolbar (1 below), or the right-click menu. Tip: to quickly select all displayed items, click "Select all". See Performing bulk actions.

Any users to which the selected items are already assigned are included in the dialog and their checkbox represents that either:

  • All of the selected items are assigned to the user (2 below)
  • Some of the selected items are assigned to the user (3 below)

Selecting multiple items to assign to users

In our example, all of the items are already assigned to user "Me". One item is assigned to user "John", so their checkbox represents that some of the items are already assigned to them.

From the "Assign to" dialog you can choose from recent assignees, or search for other users by name. Assign or un-assign the selected items to a user by clicking their checkbox. This example shows we have selected to assign the content to a user from the Recent assignees list.

Selecting a user to assign content to

The content library is updated to show the items are assigned to another user. Hovering over the "Assigned to" icon displays a popup with the full name of each assignee.

Content library updated for new assignee

To un-assign content from a user, deselect their checkbox in the “Assigned to” dialog. If the dialog is open for multiple items, you can un-assign them by clicking “Clear all assignments”.

Filtering the content library by assignee
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You can filter the content library by assignee by clicking the "Filters" icon. This allows you to focus on the content items that you, or other users, are working on. The assignee filter can be combined with other filters such as content status, so you could choose to list items that are marked with a status of "In Review" and which are assigned to the selected user or users.

In the example below we're filtering on items assigned to the current user ("Me") with a status of "In Review".

You can filter the content library view by assignee and combine this with other facets such as status

The view of the content will be updated to match the chosen filters.

Content matching the chosen filters

Item properties
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Assignees are shown in the item properties pane and reflected in the item's revision history.

The name of each assignee is shown in an item's properties pane

Assigning a content item will be listed in the item's revision history but will not generate a new version of the item.

Revision history