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Content Request Workflow

When responses need enhancement or specific expertise, Delivery Managers can request content from team members. This structured process ensures clear ownership and tracking of content development across the team.

 

Requesting Content

You can initiate content requests in three ways:

From the Outline (Browser Extension and Add-in)

  • Select one or multiple questions/sections in the outline. (By default, when you select a question - its questions get automatically selected)
  • Click the "Update" button that appears
  • Choose "Request Content" from the options

From Section/Question Details

  • Open the section or question details page
  • Locate the "Request Content" action button
  • Click to initiate the request

From the Web App Grid

  1. Select one or multiple questions using the checkboxes in the grid.

  2. Click the Update button in the top header.

  3. Select Request Content from the dropdown menu.

  4. Assign to a user or Guest, set a due date, and add comments in the pop-up window.

 

Assigning the Request

When requesting content, a modal appears where you select the assignee type:

Option 1: Platform User

Select Platform User to assign to someone within your SiftHub workspace. The dropdown shows two groups:

  • Collaborators — users already added to the project
  • Other users — other platform users in your workspace who are not project collaborators

Assigning to a Collaborator: The request follows the standard collaboration flow. The collaborator receives a task and resolves it directly in the Primary Document using the Browser Extension, MS Add-in, or Web App table view depending on the project type.

If the collaborator has not been granted access to the Primary Document, the checkbox "Add as collaborator and grant editor access to primary document" will appear and be checked by default.

Assigning to a Non-Collaborator Platform User:

When you select a user from the Other users group, the following checkbox appears:

"Add as collaborator and grant editor access to primary document"

  • If checked (default): The user is added as a project collaborator and granted editor access to the Primary Document. The flow then becomes identical to a standard collaborator assignment - they receive a task and work directly in the document.
  • If unchecked: The user is NOT added as a collaborator. They will only have access to the specific questions/sections assigned to them - not the full project. They receive a notification and complete the request through a web form inside the SiftHub Web App (requires login). This is indicated by the note: "User will only have access to the assigned items, not the entire project."

Option 2: Guest User

Select Guest to assign to someone outside your SiftHub workspace - no SiftHub account required.

  • Enter the guest's email address manually
  • Only same-domain email addresses are permitted
  • The guest always receives an open web link - no login required

For full details on the guest user experience, see Guest User Collaboration.

Additional Request Details

For all assignee types:

  • Set an optional due date
  • Add a comment to provide context or specific requirements
  • Click Submit to confirm

The status automatically changes to "Content Requested" and the question/section is assigned to the selected team member.

Note: When requesting content for a Section, you have the option to apply the same to all questions within the section in one click. For non-collaborator and guest assignees, all questions in the section are always assigned together — the section cannot be split across multiple non-collaborator or guest assignees.

 

How the Assignee is Notified

Assigned collaborators are notified in multiple ways:

Email Notification

The assignee receives an email containing:

  • Person who assigned the request to them
  • Question/Section details
  • Project and Document context
  • Direct link to respond
  • Any comments from the submitter

Slack Notification

If your workspace has the SiftHub Slack integration enabled, the assignee also receives a Slack message with the same details and a direct link to the question/section.

New Task Created 

A new task (type: Content request) is automatically created for the assignee, accessible from:

  • The My Tasks tab in the Browser Extension (Google Workspace users)
  • The My Tasks page in the SiftHub Web App (all users)

Clicking the task opens the relevant question/section directly:

  • In the Google Sheet with the Browser Extension (for Google Workspace projects)
  • In Excel with the MS Add-in (for Microsoft 365 projects)
  • In the Web App table view (for uploaded file projects)
  • In the web form (for non-collaborator platform users not added as collaborators)

 

Updating Requested Content

For collaborators (working in the document or Web App):

As an assignee, update the content directly in the Primary Document or Web App table view. Once complete, click "Mark as Updated" to indicate completion. This action:

  • Changes the status to "Content Updated"
  • Reassigns the item back to the original requester
  • Notifies them via email and Slack that the content is ready for review
  • Marks the assignee's task as completed

If you need another team member's input, use "Change Assignee" to redirect the task while maintaining the current status.

For non-collaborator platform users (working in the Web App form):

The assignee submits their response through the web form inside the SiftHub Web App. Once submitted, the response is automatically updated in the Primary Document, the status changes to "Content Updated", and the requester is notified via email and Slack.

For guest users (working in the open web form):

See Guest User Collaboration for full details on how guests submit their responses.

 

Comments

Team members can add comments on any question or section independently of the assignment workflow. Comments can be used to provide context, flag issues, or discuss responses without formally reassigning the item.

To add a comment:

  • Open the question or section details page
  • Navigate to the Comments tab
  • Type your comment and use @name to mention collaborators or other platform users

When someone is mentioned:

  • They see it under the @mentions tab in My Tasks (Web App and Browser Extension)

  • They receive an email notification with the comment context
  • They receive a Slack notification if the integration is enabled
  • Non-collaborator platform users who are mentioned will only see the specific question/section they were tagged in - not the full project