Adding and Managing Automated Workflows for Proofs

Automated Workflow makes it easier for you to manage content review and approval when you have complex review processes, or if you send content for review to the same groups of people regularly. 

You create the proof, then it moves from stage to stage until final approval. The relevant users are notified any time they are required to make an approval.

NOTE: You can add an automated workflow to a proof only if your Workfront environment is integrated with a Workfront Proof Premium account. If you cannot use proofing as discussed in this section, contact your system administrator.

You can add an automated workflow to a proof when uploading the document, or after the document is uploaded.

Adding an Automated Workflow When the Document Is Uploaded

  1. Begin the process for generating a proof on a document or website, as described in "Generating a Proof on a New Document" in "Creating a Proof."
  2. In the Add Documents dialog box, select the documents or websites for which you want to define a proofing automated workflow.
  3. In the lower-right corner of the Add Documents dialog box, in the Proofing section, click Advanced proofing options.
    The Proofing section is expanded.
  4. Click Use Automated Workflow.
  5. Continue with "Configuring the Automated Workflow."

Adding or Updating an Automated Workflow to an Existing Proof

You can add an automated Workflow to a proof after the proof has been created Or you can update the stages of an existing automated workflow if the workflow already exists on the proof.

Adding an Automated Workflow to an Existing Proof

  1. Select the document that contains the automated workflow that you want to update.
  2. On the Details tab, locate the Proofing section.

  3. Click Details.
    The Proofing Details dialog box is displayed.

  4. Click Convert to Automated Workflow.
  5. Continue with "Configuring the Automated Workflow."

Updating an Existing Automated Workflow

You can add stages to an automated workflow only if an automated workflow was added to the proof when the proof was created as described in "Adding an Automated Workflow to a Proof." 

  1. Select the document that contains the proof that you want to add a stage to.
  2. On the Details tab, locate the Proofing section.
  3. Click Details.
    The Proofing Details dialog box is displayed.

  4. Click New stage, then configure the workflow as described in Step 3 in "Configuring the Automated Workflow" to create the new stage.
  5. Click Add stage.
  6. Repeat Step 4 and Step 5 to add additional stages.
  7. Click Done.

Configuring the Automated Workflow

  1. Begin creating the automated workflow, as described in "Adding an Automated Workflow When the Document Is Uploaded."
    Begin updating an existing automated workflow, as described in "Updating an Existing Automated Workflow."
  2. (Optional) If your account administrator set up and shared workflow templates with you, you can add it to your proof.
    NOTE Your ability to modify the template depends on the template settings configured by the administrator. If the ability to modify the template is disabled, only the owner of the template can modify it.
    If you are an administrator and you want to create a new automated workflow template, you must log in to your Workfront Proof system. You cannot create a new automated workflow template within Workfront.
    To add a template to your proof:
    1. Click Add Template, then select a template from the drop-down menu.
    2. Click Add Template.
  3. Click New stage, then specify the following information to create the stage:
    Name: The stage name appears on the Workflow diagram and is included in the email notifications sent to reviewers.
    Deadline: The functionality of this field differs depending on what option you select in the 'Deadline calculated from' drop-down list.
    -From proof creation: Select the deadline date for the proof.
    -From stage activation: Select the number of business days that will be added to the stage activation date to automatically set a deadline on the proof.
    Activate stage: For each stage of your Workflow, you can decide when it should be activated. For your first stage, the following options are available.
    -On proof creation
    -On a specific time and date
    Additional options are available for subsequent stages. These options require a parent stage. They are:
    -After previous deadline is reached
    -All decisions are Approved or Approved with changes
    -All decisions are Approved
    -All decisions are made
    Deadline calculated from: The option you select in this drop-down list affects what options are available in the 'Deadline' field.
    -From proof creation: In the 'Deadline' field, select the deadline date for the proof.
    -From stage activation: In the 'Deadline' field, select the number of business days that will be added to the stage activation date to automatically set a deadline on the proof.
    Lock stage: Select when the stage can be locked. The following options are available.
    -When the next stage starts
    -When all decisions are made
    Primary decision maker: Select the Primary decision maker on the stage. Decision makers are available in the drop-down list only after you add reviewers to the stage.
    If you pick a Primary decision maker, only one decision required option will no longer be available on this stage.
    Only one decision required: Select this option for the review to be completed after one of the decision makers makes their decision.
    Private stage: When this option is selected, comments and decisions are not visible to people who are not added to this stage or are not Supervisors, Administrators, or Billing Administrators in the account.
  4. (Optional) Add reviewers to the stage. Consider the following when adding reviewers:
    • A reviewer can be added to a proof only once. You cannot add the same person to more than one stage on the proof.
      To move a user to a different stage, delete them from the stage they are currently added to, then add them to the new stage.
    • Reviewers who are not added to a private stage cannot see the stage on the proof or comments made in that stage.
      Adding reviewers to a workflow is a similar process as sharing a proof, as described in "Sharing a Proof."
  5. Repeat Step 3 and Step 4 to add multiple stages to the automated workflow.
  6. Continue with "Setting Up Access and Subscription Settings for a Proof" or "Sharing a Proof."
    To generate the proof right now, click Add Items.
    You receive an email notification about any activity that was made on the proof, such as comments or approval decisions.
    After the proof is generated, click Proof to launch the proofing tool.

    The document appears in the proofing tool.
    Users who do not have proofing enabled on their account are still able to view the document and make comments or changes to the proof.

Approving a Proof with Automated Workflow 

When a user adds you to a proof and grants either the Approver role or the Reviewer & Approver role (either from the stand-alone Workfront Proof application or by using Automated Workflow within Workfront), the approval request is displayed on the Approvals tab in your My Work area. You can then view the proof and make an approval decision on the proof directly from Workfront.

For information about how to make approval decisions from the My Work area, see "Approving Work from the My Work Area" in "Approving Work."