Job collaboration workflows

We’ve made significant updates to how collaboration works, helping you involve the right people at the right time. These changes include renamed roles, clear workflow stages, more publishing control, and new tools for managing collaboration.

Updated roles and permissions

We’ve renamed the collaboration roles to better reflect how each type of collaborator contributes to the job. We’ve also introduced the exclusive publisher role to give more control over the publishing process.

Check out the Collaboration roles article to learn more about the actions available.

Assign collaborators at the group level

You can now assign users to any collaboration role at the job group level. For example, you might assign the Director of Marketing as the publisher for the Marketing group. This ensures they’re automatically included as a publisher on all jobs within that group.

Job group collaborators are optional. You can always simply invite people directly to individual jobs.

New workflow steps

There are three workflow steps:

Step 1. Preparation

All new jobs begin in the preparation step. HR is typically responsible for drafting the initial version of the job. This might include entering basic information, organizing requirements into categories, and making sure the structure is consistent with other jobs. The goal of this step is to prepare the job as much as possible so it’s easy for collaborators to review and build on.

Step 2. Collaboration

When an author sends invitations to collaborators, the job is automatically moved to the collaboration step. Vice versa, if the job is manually moved to the collaboration step, the author is prompted to invite collaborators. This step is designed for managers to clarify requirements, provide input, and suggest changes based on their expertise. Authors, collaborators, and reviewers can work together in this step to refine the job until it’s ready for approval.

Step 3. Final approval

Once feedback has been incorporated and no further changes are needed, the author can move the job to the final approval step. This sends a request to the designated publisher, who is responsible for reviewing and publishing the final version. During this step, the job becomes read-only for reviewers and contributors, ensuring no further edits are made.

This workflow can be more or less structured depending on your organization’s needs. For example, if there's no designated publisher, you can skip final approval and publish directly from the collaboration step.

Job description sign-off

We’ve replaced the ‘Ready to go’ checkbox with a more prominent sign-off action. Collaborators are now asked to sign off on the job description, confirming that the requirements are accurate from their perspective. You can easily tell when a job is ready to publish by seeing that all collaborators have signed off.

If you’d prefer a less formal process, you can turn off sign-off in the job description template. Collaborators will simply provide their feedback on the job description without being required to give direct approval.

Tables for managing drafts and collaborators

Draft jobs now appear in a dedicated table, giving you a clear view of each job’s workflow step and assigned collaborators. You can move jobs through workflow steps and manage collaborators directly from this table.

Collaborators also have their own table, where you can see each collaborator’s role, the job they’re collaborating on, their status, invitation date, and more. Roles can be updated or removed from this table as needed. Both tables can be filtered by job group or workflow step, making it easy to track progress at a glance.