Understanding Content Central Work Queue
Product: Content Central
Best For: Administrators, Users.
Industry: All
Summary: The Content Central Work Queue allows users to manage, route, and collaborate on documents by sending them to individual or group queues, with optional expiration dates, to streamline workflows and ensure accountability.
The Work Queue in Content Central is a key feature for managing, routing, and collaborating on documents within your organization. Documents can be sent to individual or group Work Queues for review, processing, or collaboration, streamlining workflows and ensuring accountability at each step.
The Work Queue offers versatile applications to streamline various document management tasks.
- Ad Hoc Task Assignment: Route documents to a colleague for review, or further processing without predefined workflow steps.
- Collaboration: Share documents with multiple users or groups to facilitate team-based editing, review, or discussion. Items can be checked out for editing and checked in after changes, preventing conflicts.
- Temporary External Access: Share documents with external users by assigning them to a guest user’s Work Queue, granting secure, temporary access
Sending Documents to a Work Queue
Select Documents. In the Folder Browser or Search Results page, check to select one or more documents you wish to assign.
Open the Action Drawer and select Send to Work Queue.
The Send to Work Queue menu will then appear.
Send to My Queue: Keep Send to my Queue checked to send the document directly to your Work Queue.
Send to Users and Groups. Uncheck Send to my Queue and then select the Users or Groups button, and click the check boxes next to the user or group you want the document to be sent to.
Once selections are made, click the BACK button. The selected users and groups will then be displayed directly below the Users and Groups buttons.
Set Expiration. Check Never Expires to prevent the document from expiring. Otherwise, uncheck Never Expires and input the expiration date of the document. You are able to specify minutes, hours, days, weeks, months, or years. When a document reaches its expiration date, it is automatically removed from the Work Queue.
Click Assign once you are finished with any adjustments. This will send the documents to the specified recipients. Recipients will see the documents in their Work Queue for further action.
Navigating to the Work Queue
Open the Navigation Drawer, select Work Areas, and then select Work Queue.
The Work Queue is where a user’s assigned documents can be found. Documents in the Work Queue display its name, which catalog they belong to, the type of document it is, the date it was received, and an expiration date if applicable.
Navigating to the Work Queue Administration View
As an WQ Admin, select the Work-Queue Administration icon in Work Queue. This brings you to the Work Queue Administration Page View.
The Work Queue Administration Page View allows you to see all the documents in the work queue, along with additional document information such as the specific users and groups which one document is assigned to.
Managing Documents in the Work Queue
Open the Navigation Drawer, select Work Areas, and then select Work Queue.
Select the document task that you wish to take action on, and open the action drawer.
Work Queue Actions give users control over how documents are managed and routed within their Work Queue.
- Copy to Queue: Duplicates the document to be sent to another user or group.
- Move to Queue: Removes the document from your Work Queue, before sending it to another user or group.
- Remove from Queue: Removes the document from your Work Queue.
Understanding Work Queue Document History
Go to the document history by selecting View History from the action drawer, while previewing a document.
Documents assigned and leaving the Work Queue will show the following Action in the document history:
- Work Queue Assignment: Indicates that a document has been assigned to a singular user or group.
- Work Queue Departure: Indicates that a document has left the Work Queue of one user through the Move to Queue feature
Creating a Dashboard Widget for Work Queue
Go to the Dashboard. Open the Navigation Drawer and click Dashboard.
Click the Add Entry (+) icon on the bottom right of the Dashboard.
Choose Work Queue as the Widget type, and select next. This will create a Work Queue Widget.
The Work Queue Widget shows the document items in the Work Queue.
Click and drag the Widget to move it around to specific parts of the Dashboard.
To delete a Widget, click and drag it to the bottom left corner of the screen.
Best Practices for Managing the Work Queue
To maximize the benefits of using the Work Queue and ensure efficient document management, consider implementing the following best practices.
- Set Expiration Dates: Always use expiration dates for Work Queue items to avoid backlog and ensure timely processing.
- Leverage Permissions: Assign documents only to users or groups with the appropriate permissions to maintain security and compliance.
- Monitor and Clean Up Queues: Regularly review and remove completed or outdated items from Work Queues to maintain efficiency.
- Use Group Queues for Teams: When tasks require input from multiple team members, assign documents to group queues to facilitate collaboration and accountability.
- Train Users: Ensure all users understand how to access, process, and move documents within their Work Queue to maximize productivity and minimize errors.
- Utilize Workflow Automation: Where possible, integrate Work Queue assignments with automated workflows to reduce manual routing and improve process consistency.
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