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Assign responsibilities and set due dates

When you are creating content with a team, you want to be sure that all members of your team complete their part of the process on time. To achieve this, you can assign contributors, leave comments and suggestions, and set due dates for your content items. You can also create tasks in content items to clearly distribute responsibilities.

Table of contents

    Assigning contributors

    To assign a contributor to a content item:

    1. In the app menu, choose .
    2. Open a content item for editing.
    3. Click  Assign contributors.
    4. Select one or more contributors you want to assign to the content item.
    5. Click Change.

    You can also leave a note by clicking Add note in the sidebar on the right.

    Change assigned contributor, add a note and a due date

    Changing a contributor, adding a note, and setting a due date.

    Setting a due date

    To set a due date for a content item:

    1. In the app menu, choose .
    2. Open a content item for editing.
    3. Click Set due date.
    4. Select a date in the calendar.
    5. Click Done.
    6. Click Change.

    You can also assign contributors, set a due date, and leave a note when changing the workflow step of a content item. You need to assign at least one contributor when changing the workflow step.

    Keeping track with tasks

    To gain greater clarity about what needs to be done and by whom, create to-do lists in content items. In Kentico Kontent, you can create and assign tasks within items to delegate responsibilities. This also helps to track the progress of each item.

    Managing tasks in a content item

    To create a task:

    1. In the app menu, choose .
    2. Open the content item you want to create a task in.
    3. Click Add task.
    4. Type what needs to be done into the Task description.
    5. In Assign to, select a contributor responsible for the task.
    6. Click Create.

    If you have a task assigned to you and you're done working on it, you can complete it by selecting the checkbox next to it. If you make a mistake and complete a wrong task, you can undo it by clicking the checkbox again.

    If there are uncompleted tasks in a content item you're about to publish, you'll be warned before the item gets published.

    An example where Vidya Lagomarsino adds a task for Atallah Eriksen and completes his own task.

    See all your tasks

    To get an overview of all tasks assigned to you, click in the app menu and go to the Your tasks tab.

    Receiving notifications

    Content items

    Kentico Kontent notifies contributors by email about the progress of content items assigned to them. The notifications are sent when:

    • The workflow step of the content item is updated.
    • The content item is due in a week.
    • The content item is due in 3 days.
    • Every day that the content item is overdue.

    To change which notifications you receive by email, see how to manage your profile.

    If multiple content creators edit one content item simultaneously, they get notified by a banner in Kontent to prevent accidental overwriting of changes.

    Tasks

    Tasks trigger email notifications on various occasions:

    • Task created: the assignee gets a notification.
    • Task updated or marked as completed: the task author and its assignee get a notification.
    • A content item with uncompleted tasks is published: assignees of the unfinished tasks get a notification.

    A user who creates, updates, or completes a task never gets notified about their own action.

    What's next?