Task management

Assign contributors

Assign contributors to a content item to clearly indicate who should work on it.

1. In Content & assets, click a content item you want to edit.
2. Click More actions >  Assign contributors.
3. Select one or more contributors you want to assign to the content item.
4. Click Assign.

Set a due date

Setting a due date on a content item is a good way to let contributors know when to finish working on it.

1. In Content & assets, click a content item you want to edit.
2. Click More actions >  Set due date.
3. Select a date in the calendar.
4. Click Done.
5. Click Set.

Add a note

Notes are useful when you want to give your coworkers additional information about a content item.

1. In Content & assets, click a content item to which you want to add a note.
2. Click More actions >  Add note.
3. Type a note.
4. Click Add.

Stay on track with tasks

In Kontent.ai, you can create and assign tasks in content items to gain greater clarity about what needs to be done and by whom, delegate responsibilities, and track the progress of each item.

1. In Content & assets, open a content item where you want to create a task.
2. Click Add task.
   • If you scrolled down and the quick actions bar is hidden, use the Actions menu or Content details sidebar.
3. Type what needs to be done into the Task description.
4. In Assign to, select a contributor responsible for the task.
5. In Due date, select a deadline in the calendar and click Done.
6. Click Add.

If you have a task assigned to you and you’re done working on it, you can complete it by opening the sidebar using the Content details button and selecting the checkbox next to the task. If you make a mistake and complete a wrong task, you can undo it by clicking the checkbox again. If there are unfinished tasks in a content item you’re about to publish, you’ll be warned before the item gets published.

Delete tasks

You can delete tasks in a content item to declutter your task list. This will help you and your team to have a clear focus or remove a task that was added by mistake.

1. In Content & assets, open a content item with tasks.
2. Click Content details.
3. In the Tasks list, click a task.
4. Click Delete.

Receive notifications

Content items

Kontent.ai notifies contributors by email about the progress of content items assigned to them. You will receive the notifications 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.
  • After 3 weeks, you’ll get only one email per week.
  • After 6 weeks, you won’t get further notifications about this.

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.ai 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.