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Understanding Automated Workflows

Automated Workflow makes it easier to manage complex review and approval processes. If there are multiple interdependent stages in your proofing process, Automated Workflow automatically moves your proof through the stages, notifying the relevant reviewers and approvers along the way.

Managing Complex Reviews with Automated Workflow

Automated Workflow is useful for managing complex proof review processes, such as:

  • When multiple reviewers and approvers are included and there are dependencies between their activity on the proof.
  • When different groups or reviewers and approvers need to review the proof in a particular order.
  • When content is submitted for review on a regular basis to the same groups of people.
  • When you want to control when the reviewers and approvers gain access to the proof.
  • When you want to keep some activity on the proof private.

With Automated Workflow, you can create a series of sequential or parallel stages for the proof review process, establish stage dependencies and limit the visibility of stages.

For more information on creating Automated Workflow proofs, see "Setting up a proof with Automated Workflow." NAME OF THE ARTICLE TO BE UPDATED ONCE IT IS REVIEWED

For more information on working with Automated Workflow proofs, see "Managing a Proof Configured with Automated Workflow." NAME OF THE ARTICLE TO BE UPDATED ONCE IT IS REVIEWED

Automated Workflow Templates

If you use the same review and approval process for multiple proofs, using Automated Workflow templates can make proof creation a lot easier. When you choose a template on the New proof page, the proof creation form will be populated with stages associated with that template, including reviewers and approvers. The template applied to the proof can be modified as needed before and after the proof is created.

Your account Administrators can create an unlimited number of templates according to your company's needs.

To find out more about creating, using and managing templates, see "Working with Automated Workflow Templates."

Stage Settings

For each Automated Workflow stage you can configure the following settings:

  • Name
  • Deadline
  • Activate stage
  • Deadline calculated from
  • Lock stage
  • Primary decision maker
  • Decision (only one required)
  • Privacy 

The stage name appears on the Workflow diagram and is included in the email notifications sent to reviewers.

Deadlines are set as an exact date and time (when you choose to calculate the stage deadline from proof creation) or as business days to be added to the creation date (in Automated Workflow templates or when you choose to calculate the stage deadline from stage activation).

Stages can be activated manually, as well as on proof creation, upon reaching a deadline, on a specific date and time or depending on the decisions made on a parent stage. In case of the latter, an additional setting becomes available to specify a parent stage.

Stages can be locked manually, as well as when the next stage starts or when all decisions are made. You can also choose to never lock a stage.

You can appoint a primary decision maker for a stage. Such recipient's decision renders all other decisions for a given stage unnecessary.

Similarly, you can choose to only require one decision for a stage. When this option is selected, the proofing process for a stage is marked as completed after one of the recipients makes their decision on the stage. This option is not available if you selected one of the recipients as a Primary decision maker.

You can choose to make a stage public or private. To find out more about the difference, see "Private Stages" below.

Stage Based Visibility

With Automated Workflow, you can control whether proof recipients are notified about new proof as soon as it is created or only when their stage is activated using the Allow users to see this proof only if their stage is active checkbox on New proof page.

If this setting is selected, proof notifications will only be sent out for the currently active stages. Otherwise, all proof recipients will be notified about the new proof at the same time. 

Private Stages

If you want to prevent certain groups of proof recipients from seeing each other's comments, you can add these groups to private stages.

By default, stages are visible to all proof recipients. This means that the comments left by reviewers in those stages are visible to everyone and they are included in proof email notifications and comment summaries.

Private stages are only visible to participants added to those stages, as well as users from your account who have edit rights on the proof or all items created in your account (Supervisor and above or users with Custom profiles for whom editing of other people's is enabled).

Comments added by private stage participants are not included in the email notifications and proof comment summaries requested by people who don't have the rights to view them.

Workflow Diagram

The Workflow diagram is a visual representation of your proof's review and approval process. Depending on whether you are creating a new proof, working with a template or working with an existing Automated Workflow proof, the diagram will look slightly different.

In New Proof/Version page, the diagram is hidden by design. You can click on the Stage flows box, where there is an option to open the diagram.

intro-to-aw-example-diagram.png

By default, when viewing Automated Workflow templates or live Automated Workfrow proofs, the Workflow Diagram will remain on the page even as you scroll down. You can change that by pressing the Hide diagram button.

When viewing an Automated Workflow template, the diagram shows all the stage dependencies and private stages are marked with a key symbol: 

workflow_1.png

In live proofs, stage dependencies will be indicated on the diagram with a greyed out, dashed line (for inactive stages) or a black, solid line (for active stages). Stages are shown in green if the approval process was completed within their specified deadline. Stages approaching their deadlines are shown in orange and stages past their deadline are shown in red. Private stages are marked with a key symbol:

workflow_2.png

This article last updated on 2019-01-22 21:02:06 UTC