Workflow automation was designed to reduce manual work, streamline processes, and simply make your approval process more efficient. Basically, the way it works is that you create a custom chain of triggers and reactions. Triggers initiate the workflow. These can be such actions as:

  • Project created
  • Internal Upload Assets task completed
  • External Upload Assets task completed
  • Internal Upload Reference Documents task completed
  • External Upload Reference Documents task completed 
  • Internal Review approved
  • Internal Review rejected
  • External Review approved
  • External Review rejected

The logic behind the flow of tasks is like "if-then" scenarios that guide what happens next. So, once the trigger task is completed, it launches the following reaction. They can be as follows:

  • Create Internal Upload Assets task
  • Create External Upload Assets task
  • Create Upload Reference Documents task 
  • Create External Upload Reference Documents task 
  • Create Internal Review task
  • Create External Review task
  • Send assets by email
  • Complete project

As well as choosing different tasks, you can assign them to different people. It can be one person, several people, or an existing group or groups. Or groups and separate people combined — anyway required!


Let's look into an example of a custom workflow creation. To begin with, go to the Company Management in the Settings section. There, you'll find the Workflows section. Destination reached.



Now, the time has come to hit the Create Workflow button. Your next step is to give it a name. We'll go with "Standard Procedure". 


Then, click the ADD ACTION, which is the first step of your automated workflow. We'll name it accordingly. The two dropdown menus stand for the trigger and the reaction. For the first one, we'll go with Project created, which will trigger the reaction Create Internal Upload Asset task. Now, you can choose the person or group responsible for the task completion. Optionally, you can also add a due date and write notes in a comment section.

 


Similarly, we go on to Step 2 by hitting ADD ACTION again. Here, the trigger is the previous reaction completion, which is Internal Upload Asset task completed. Next, you choose the person who completed Step 1 and go on to set the next trigger. Let's go with the Create Internal Review task. Again, choose the recipients and add any other crucial details, such as the deadline, a checklist or some comments.



Same procedure with Step 3 — Internal Review approved triggers Send assets by email, for example. Consequently, you choose the recipients and set the link expiration date if need be. 



According to your liking, it's possible to customize the workflow adding as many details and steps as you require. You can simply go with the Complete project reaction in the end or add another step for the Internal Review rejected case, for example. It's also possible to work with external reviews as well as internal. And let's not forget about reference documents.


When you're satisfied with your workflow, hit the SAVE button and simply close the settings. Don't forget to switch it from stopped to active in the right upper corner!



Now, when you create a new project, you can choose any of your customized workflows in the dropdown menu. Once it's created, the first task will be already assigned. Enjoy!