Change item workflow

Is this page helpful?
calendar icon
user iconJuraj Uhlar
clock icon3 minutes
bullseye iconWorkflow
arrow-down-line iconDownload PDF
Moving your content items through the workflow steps defined in your project workflow settings will help you keep progressing your content towards completion. For example, after finishing a draft of an article, you might want to change its workflow step to Review and assign your editor to the item.

Change the workflow step of a single item

  1. In two-squares-with-lines icon Content & assets, click a content item you want to edit.
  2. Click arrow-double-right icon Change workflow step.
  3. Select the workflow step you want to set. The next step in the workflow is automatically preselected. 
  4. (Optional) Click calendar icon to set a due date for the item.
  5. Assign contributors. You need to assign at least one contributor who can work with the new workflow step.
  6. (Optional) Add a note for contributors.
  7. Click Change workflow step.

Change the workflow step for multiple items

  1. In two-squares-with-lines icon Content & assets, select content items you want to update.
  2. Click three-dots-vertical icon.
  3. Choose Change workflow step and continue as with a single item.
    • You can only set a workflow step all the selected items can transition to based on your workflow setup. If they have no transition in common, you can't change their workflow step in bulk.

Move an item to a different workflow

If the content type of an item can use multiple workflows and your role has permission to work with the first step of the other workflows, you can move the item from one workflow to another.
    1. In two-squares-with-lines icon Content & assets, click a content item you want to move to a different workflow.
    2. In i-circle icon Content details, click the item's workflow name.
    3. Select the new workflow for the item.
    4. Click Change workflow.
After you change workflow for an item, it moves to the first step of the new workflow.
  • Docs
  • AI accelerators
  • Collections
  • Custom elements
  • Environments
  • Keyboard shortcuts
  • Mission Control
  • Projects
  • Spaces
  • Task management
  • Terminology
Modal dialog for changing the workflow step, adding due date, assigning contributors, and adding a note.
  • desktop-alt icon
  • Cheat sheets
  • Documentation
  • API reference
  • Product updates
Kontent.ai Learn
  • Plan
  • Set up
  • Model
  • Develop
  • Create
  • Change item workflow
  • Create new versions
  • Publish
  • Schedule publish
  • Schedule unpublish
  • Unpublish
  • Workflows
Copyright © 2024 Kontent.aiarrow-right-top-square icon. All rights reserved.
  • Webarrow-right-top-square icon
  • Privacy policyarrow-right-top-square icon
  • Cookies policy
  • Consent settingsarrow-right-top-square icon
  • Securityarrow-right-top-square icon
  • GDPRarrow-right-top-square icon
scheme-path-circles-flipped icon
light-bulb icon
Keep in mind that changing a workflow step depends on your role permissions and your project's workflow setup.
  • Sign in
    Explore your path to mastery
    • Discover various approaches to and the best practices behind workflow design.
    • Learn how to move content through its lifecycle – send to review, publish, and archive.
    See how to assign contributors, add notes, and set due dates without changing the workflow step.
  • Change the workflow step of a single item
  • Change the workflow step for multiple items
  • Move an item to a different workflow