The Workflow page is where you can configure your project's workflow statuses. You can only access this if you're inside a project. It's important to note that every project in your account has its own independent workflow settings and configuration.
This page is divided into two sections. The first section is the workflow settings itself and the second section is the grading criteria settings.
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Always remember that every project has its own workflow settings so if you've created a custom workflow status in one project, it won't appear in a different one.
By default, we have four workflow statuses: writing, editorial review, approved for publishing, and completed.
How to Edit a Workflow Status
You can edit a workflow status by clicking its corresponding pencil icon.
This will change the UI to enable you to make changes to a workflow status, as seen below.
You can change a status's name, description, select responsible roles, set an auto due date, or make it read-only.
Activating the read-only option locks the content editor to prevent anyone from editing its content.
For example, say we've activated this option on the editorial review workflow status. Once an assignment reaches the said status, its content editor will be locked. No one will be able to edit it. However, the user responsible for this workflow will still have the permission to approve or reject the assignment, sending it back to the previous status or pushing it forward to the next one.
How to Create a New Workflow Status
To create a new workflow status, click the New workflow status button located below the list of your current workflow statuses.
Clicking this adds a new empty field that will let you add and configure your custom workflow status.
You can set (from left to right) the name, description, responsible role, auto due date, and read-only options.
Next to the status name, you'll see, by default, a grey circle. This is the workflow status' color code. You can change this by clicking the circle and selecting a color through the color picker. Right now, you can only select from a set of predefined colors.
This option only works when a WordPress site is connected to your account. When enabled, hitting the "Publish to WP" (only appears when you connect a WordPress site to your project) button automatically sets an assignment to Completed regardless of its current status.
The grading criteria allow your reviewers to rate assignments after approving them. By default, there are three grading criteria, all of which are enabled for the Editorial review workflow status.
A grading criterion is always attached to a workflow status. The three default criteria are all attached to the editorial review status.
Using the default as an example, when a user assigned to the editorial review status finishes reviewing the assignment and clicks the approve button, a dialog box will appear, prompting them to grade the assignment based on the criteria defined on the workflow page.
You may have noticed that you can drag and drop these items using the hamburger icon to rearrange them. Doing so will also change the order of their appearance in the feedback dialog box.
How to Edit a Grading Criterion
Editing a grading criterion is similar to editing a workflow status. To do so, click the criterion's corresponding edit button and the UI will change to allow you to make changes.
From left to right: you can modify the criterion's name, description, and associated workflow status.
How to Create a New Grading Criterion
To create a new grading criterion, click the New grading criterion button located below the list of your grading criteria. A new empty field will appear that will let you create your new grading criterion.
Enter your new criterion's name and description and then attach it to a workflow status. Finally, click the Save button and your new criterion will instantly be active.