What is Workflow used for in GatherContent?

In GatherContent, Workflow makes the status of your project content crystal clear. Never again will you need to append file names with 'Draft' or find yourself wondering if 'Final V3.006' really is the final version.

In GatherContent you should create a project Workflow with statuses that reflect your content production stages, from ideation through to delivery. When you start a new project, your project will be setup with the a default Workflow. We encourage you to customise your project Workflow to match your team's content production process.

Tip: Before content production begins, agree your content workflow with your team and setup your GatherContent project Workflow to reflect this. This helps keep everybody clear on responsibilities and the review process.

When your team begins working on content they can update the status of an Item to clearly communicate the progress being made on content.

Tip: When updating the status of an Item, be sure that your team know who they should select to notify. You can make this easier by using descriptive Workflow stage names, for example "Review with Senior Editor (Rob)".

Once you have created a Workflow in GatherContent, you can use the project status view on the Overview tab to easily know what stage of the process your content is at. 

Tip: Identify bottlenecks early by spotting content that isn't moving in your project Workflow.

How Workflow works with deadlines

You can use workflow and due dates together to let you team know when content is due to reach each stage of your Workflow/content production process.

Deadlines can be applied to each individual Item of content. You can choose on an Item by Item basis (or in bulk) when each Item must reach each stage of your Workflow.

Deadlines should reflect when that phase of work needs to be completed by and moved into the next status beyond this date. GatherContent expects content to move into subsequent Workflow stages after a deadline has passed. If an Item is still in its current Workflow status when its due date is reached, it will be marked as overdue.

Tip: When naming your Workflow statuses, use the present tense in order to align with the deadline notification system - for example, "Review" rather than "Reviewed". 

Read more on setting due dates individually or in bulk.

How Workflow works with assignments

Make it crystal clear who is responsible for content with assignments. Assignments work alongside deadlines so that notifications remind people when content is due or overdue.

You can assign content Items to your team members. Your content is likely to have several people responsible at different production stages (draft, review, edit etc.). Don't forget to change assignments as your project moves through your Workflow stages.

Tip: If your content needs to be reviewed by multiple stakeholders, consider creating Workflow stages for each group/person. For example, "Review - Marketing", "Review - Legal" etc.

3 rules to remember with Workflow

These 3 rules will keep you right with Workflow:

  1. Workflow is project specific - Design Workflow stages that are suitable for all content Items in your project.
  2. Deadlines are Item specific - Be as flexible as your project requires by setting deadlines at an Item level. Deadlines should reflect when that phase of work needs to be completed by and moved into the next status beyond this date.
  3. Assignments are Item specific - Remember to assign the appropriate people to the Item at each stage of your Workflow.

Further reading:

Customising project workflow
Setting a due date
Assigning people to Items
Removing assigned people from Items
A guide to content production planning

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