Alexander Dade

All samples

Routing documents through review

Procedure for a regulated review and approval workflow

Context

This project built an Agile QA system for creating and updating content. I worked with management, engineering, and technicians to define the criteria and protocols that keep documentation compliant with regulators.

The guide walks technical users through assigning review workflows and monitoring a document's progress. The workflow setup accommodates several approval paths.

Tools: DITA, XML, Heretto CCMS, Okta SSO, Azure DevOps, Figma

What to notice

  • A short context paragraph explains why the task matters and where it fits in the larger process.
  • Bold headings make the page easy to navigate.
  • Numbered steps carry the sequence. Bullets carry the detail inside each step.
  • Active voice keeps instructions direct: “click the Select button,” not “the Select button should be clicked.”
  • Concise language helps the reader finish the task quickly.

The document

Using the Assignments tool

You can use Assignments to create tasks or tickets in the Heretto CCMS to track work on documents. Assignments follow workflows, which are the sequences of steps a document goes through during its lifecycle. Workflows are tailored to fit different approval processes.

Setting up assignments in Heretto

  1. Open Assignments.
    • Go to the bottom left of the Heretto interface and click Assignments. The Assignments window opens.
    Sidebar menu with Assignments highlighted above Localization Jobs and Trash.
  2. Create a new assignment.
    • Click the Create New button to start setting up a new assignment.
    Create New Assignment button.
    • Fill in the summary and due date, and select Send email notifications.
    Create Assignment form with a summary, a due date, and Send email notification checked.
  3. Choose a workflow.
    • Select a predefined workflow that suits the review process. Workflows define the sequence of steps an assignment goes through.
    Workflow menu listing New Document Review, Minor Review, and Major Review.
  4. Assign participants to each step.
    • Assign team members to each step of the workflow.

      Note: You can assign more than one participant to a step.

    Participant fields for Authoring, SME Review, EHS Review, Stakeholder Review, and Publish.
  5. Select files.
    • Choose the files to include in the assignment. You can select individual files or entire maps for a full review.
    • Click the Select button.
    File row selected with In Progress status.
  6. Send for review.
    • When the assignment is set up, click the Create button to send it for review. Participants receive email notifications.
    Green Create button.
  7. Monitor and manage assignments.
    • Use the Assignments dashboard to monitor progress, make adjustments, or mark steps as complete.
    Assignment dashboard showing resources, details, and a five-step workflow from Authoring to Publish.