Workflows
Create workflows to run a pre-defined approval process on digital assets amongst your team
What are Workflows?
Workflows are where you create and manage workflows to run a pre-defined approval process on your team.
By using Workflows, you can:
Save time: Instead of setting up a new approval process for each asset, you can reuse pre-made workflow templates.
Ensure consistency: Help ensure all assets of the same type go through the same standardized approval process.
Improve efficiency: The approval process is automated and more efficient, helping assets get approved more quickly.
How to create the Workflow
⚠️ User Right Required: User must have 'Can Create Workflows' permission.
When you click the 'CREATE +' button (or the edit icon), a configuration window will appear.

Users can configure the workflow by following these steps:
🔹 Step 1: Set up General Information for the Workflow
In the New Workflow window, fill in the baseline details:
Owners: Select the owner or the person responsible for managing this specific workflow.
Permissions: Define access rights (e.g., Can View) and click ADD to grant permissions to specific users or teams.
Workflow Name: Enter a name for the approval workflow (e.g., Marketing, Admin, etc.) to easily identify it when applying it to digital assets.

🔹 Step 2: Add and Configure Approval Stages
Use the '+' button to add a new approval stage. For each Approval Stage, configure the following details:
Stage Name: Enter a name for this specific stage (e.g., Draft Review Stage, Legal Approval Stage, etc.).
Versions: Choose the specific asset version that needs review. You can check Use Latest Version so the system always applies the newest update automatically, or select a specific version (such as original).
Add Checklist: Toggle this switch on if you want to add a list of sub-tasks or criteria to be checked off during this stage.
Approvers: Assign team members who are responsible for reviewing, leaving comments, and clicking "Approve" to progress the asset to the next stage.
Add External Approver: If review is required from someone outside your organization (e.g., partners, clients), click here and enter their email addresses.
Stage Due Date: Set a specific deadline by which this stage must be reviewed and processed.
Options (Advanced Settings):
This Stage requires Approval: Check this box to ensure the asset must be approved at this stage before it can move on to the next.
Requires Internal Approval: Check this box if this stage strictly requires approval from an internal organization member.

🔹 Step 3: Finalize the Workflow
You can continue clicking the plus '+' sign at the bottom to add subsequent stages (Stage 2, Stage 3, etc.). You can also use the up/down arrows at the top right of each Stage to change their sequence.
Once the configuration is fully set up, click SUBMIT to save and activate the Workflow, or click CANCEL to discard your changes.
How to Manage Workflows
⚠️ User Right Required: User must have 'Can Update All Workflows' permission.
To manage the approval processes, Admins can follow these instructions: Click on Approvals on the left navigation bar (thumbs up icon) -> Select the WORKFLOWS tab.
On this dashboard, Admins have full control to perform the following actions:
Create: Click the 'CREATE +' button to set up a brand new workflow.
View: Track the list of existing workflows, including information on the number of stages (Stages), creator (User), and creation date (Date).
Edit: Click the Pencil icon in the Actions column next to the respective workflow to modify its configuration.
Delete: Click the Trash bin icon in the Actions column to remove a workflow that is no longer needed.

If you have any questions during the setup process, please don't hesitate to reach out to us for timely support!
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