Create robust, dynamic due dates and set default team members for each phase.
Creating and following up on workflows, making sure your whole team stays on task, notifying all the appropriate people to complete their tasks before a deadline can all be difficult.
Thats why we believe you’ll love the functionality of the Phase Management and Notifications components within Otherboard. When it comes to workflows and notifications you can truly just set it and forget it.
Think of phases as your customer workflow management systems. Create robust, dynamic due dates and set default team members for each phase. Want to map WordPress statuses to phases? Automatically check off the “Published” phase WordPress post is published, for example? You can do that! The best part? You can set this all up one time and it’s applied to all your new posts, automatically.
How can you create workflows within the Phase component of Otherboard? Get started in the Phase Management page.
This page, as shown in the above image, is the overall phase configuration page. This is where you’ll set what the global defaults are for each phase is in your workflow, along with the notifications for each of those phases.
Then, on each post, this workflow and the phases within it are automatically assigned to the assignee listed within each phase. For example, assigning the WordPress status to publish on the published phase in the workflow will automatically handle marking the phase as published once the WordPress post status is transitioned to publish.
As you can see in the above image, within the WordPress page of your individual post you’ll see a section that is labeled Phases. In this section you’ll be able to quickly view the Phase progress of each individual post. This checklist is to ensure no step of the post editing process get missed. As you check off phases, we’ll keep track of what’s been done and what’s still left to do.
One of the ways you can set Phase Notifications is via WordPress status. When that individual WordPress post status is completed, your selected assignee will be notified to start the next step of the process.
As an Otherboard team member who’s job is to make the final call on publishing a blog posts, my manager would likely set the notification status to automatically notify me when the Scheduled WordPress phase is marked complete on any individual WordPress post.
Another way you can set Phase Notifications is Manually. When you manually check off an individual WordPress post status as complete, your selected assignee will be notified to start the next step of the process.
As an Otherboard team member who’s job is to proofread each post before it’s scheduled to be published, my manager would likely set the notification status to automatically notify me when the SEO-ready status is marked complete on any individual WordPress post.
You can also set Phase Notifications by due date. When you select a specific due date, you’ll be given the option to notify your selected assignee that the next step of the process is ready to start immediately, weeks, days, hours or minutes after the post is published or created.
As an Otherboard team member who’s job is to schedule each post before it’s published, my manager would likely set the notification status to automatically notify me when the Proofread status is marked complete on any individual WordPress post.
Phase management and notifications within Otherboard are meant to make your life easier and your workload lighter. If the phases we’ve already set for you aren’t want you’re looking for you can add, change, or delete any phase at any point.