> For the complete documentation index, see [llms.txt](https://support.hivo.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.hivo.co/approvals/workflows.md).
# Workflows
### 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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