Customize the status of your drafts to fit your production process.
When you create a content Draft, whether it is a New Content or an Updated Content, it takes the "to do" status by default, just like in classical project management tools.
When you publish a content in your CMS (Content Management System), you will then report it in Semji by clicking on the "Mark as Published" button of the corresponding Draft. This Draft automatically changes its status to "published".
The status is therefore information about the stage the content is at in your workflow. The two steps presented above "to do" and "published" are important: they let the Semji Platform organize your content in the different tabs: your Planning, your Online Contents, your Reports... Reports...
You can also customize your production workflow and its steps called "Content Status": rename them, add more... let's see why and how.
Why customize Drafts statuses?
Semji Platform is designed as a production management tool, allowing you to integrate the different actors in your process (clients, editors, marketing managers, etc.) as well as the different stages of your internal writing process: intermediate proofreading by business experts, multiple proofreading for complex subjects, multiple iterations (v1, v2, v3). In all cases, Semji adapts!
By customizing the status of drafts, i.e. by adding as many stages as necessary, and then by indicating the right status for each draft at a given moment, you provide your team with valuable information. Each person or team in charge of a step can easily sort and filter the list of contents on which they must act. They can then assign the content to another person or another team by selecting a different status. No more email exchanges or comments in the documents to confirm the next step!
Note: changing the status of a draft is accessible to all users of your workspace, regardless of their rights level (whether they are Guest Writer or Owner). Thus, it is the responsibility of each user of the Semji platform to inform the status of the draft(s) worked on and thus give visibility to the rest of the team on the progress of the editorial project.
How to customize the status headings within the workflow?
To customize the status of your production workflow, you must have the Owner status of your workspace.
Read our article on user management to know the status you have thanks to the functionalities you can access.
1. Log in to your Semji interface.
2. Click on the small arrow to the right of your profile avatar and workspace name to unfold the menu that allows you to change workspace or access settings.
3. To the right of the workspace for which you want to change the Content Status, click on the cogwheel.
4. This will take you to the General Settings tab of your workspace.
5. In this tab, you can rename or delete your Workspace, but also modify the Content Status displayed on each Draft of your Workspace, whether it is a New Content or an Updated Content.
6. To edit a status, simply hover over it with your mouse: a cursor appears, indicating that the status title can be modified.
To the left of the text, you can click on the colored bullets to change the status' color.
Our advice: Colors are an additional visual marker for your teams. They make it easier to sort or identify the drafts that concern them in the Planning or Online Content tabs. We recommend you assign distinct colors for each step to avoid confusion. You can use the traditional "red-orange-green" trio, easy to apply if your process has only 3 steps.
Finally, you can click on the small cross on the right of the status to delete it. A confirmation message will appear, so that you can avoid click errors. Deleting a status will delete it for all current and future drafts.
A little further down, an "Add new status" line allows you to enter a new step, a new status for your Drafts. You can then customize its title and color.
Add as many new statuses as necessary for your teams and the smooth running of your editorial project.
Finally, place your mouse on the four gray squares to the left of the colored circle to drag and drop a status to the desired place. Re-order the steps of your process so that they match the reality.
Note: as explained above, the two statuses "to do" and "published" are currently not modifiable because they are important for the proper functioning of the Platform.
Our advice: choose explicit status titles that are meaningful to your teams. Use terms such as "review", "correction" or "proof-reading", or add version numbers "v1, v2, v3..." in order to easily identify content that is more time-consuming and complex than others: if a piece of content goes from the "V1 review" status to the "published" status, it can be considered to have followed the classic process and does not particularly deserve to be reviewed. On the other hand, content in "v3 review" status, which may also show a delay in the Due Date, deserves special attention: what difficulties have been encountered? Are they related to the process or to the topic?
How to change the status of a draft?
The Content Status you have defined in your workspace settings are displayed in a drop-down menu for each draft you create or edit within the Semji platform.
They are accessible :
- When creating a Draft
Via the page import method (Updated Content)
Via the "adding a keyword" method (New Content)
- In the Planning tab, which lists the content being written / optimized.
By clicking on the heading of the "Status" column, you can sort the contents according to their status, in alphabetical order. A small arrow indicates the direction of the classification: the down arrow indicates a classification from A to Z, and the up arrow from Z to A.
Note: the "Published" status has a dedicated tab in the Schedule. You can separate content on which there is no more action to be taken... until you decide that this content deserves a new optimization 😉
- And of course, the draft's status is available in the draft editor. So you can change it at any time.