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!