Produce - Simple workflows

Introduction

Simple workflows in Produce provide a basic approval process without the need of additional Papirfly products.

Requirements

In order to access this feature you need to have the following:

• Produce in your Papirfly license
• Admin access rights to manage templates in Produce

Using simple workflow

Simple workflow is available for all Produce document types, including: print, graphic, banner, email, and video.

Simple workflow states

Simple workflows consist of three stages:

• In progress
• Pending review
• Ready

Each state is explored in more detail below:

In progress

When a new document is created or edited by any user, the document will automatically be put into the In progress state.  This indicates to admins and other users that the document is not ready for review and may being actively worked on.  At any point in time, any user can change the workflow state to In progress manually from the document detail accessible through the Produce launcher.

Pending review

When a document is ready to be reviewed, users can change the workflow state to Pending review to alert admins that it is ready for their attention.

Ready

Ready is the approved workflow state.  Only users with admin access permission to the template, can set the workflow state to Ready for approved documents.  Once a document is Ready, users then may freely download and share the generated assets of the document.

Users - Changing the workflow state

Users can change the workflow state from the document detail in the Produce launcher.  Click the circle+check icon to change the state to Pending review.

Admin - Approving a document

Users with admins access permission to a template can approve documents pending approval by changing the workflow state to Ready.

Admin - Adding a simple workflow to templates

To enable simple workflow on a template, select the Simple option from the Workflows tab in the template settings:

The template workflow can be changed at any time by selecting the Settings from the template detail in the Produce launcher.

Changing workflow type after documents have been created

The None workflow type has no states or approval process.  Therefore all documents are always in the Ready state.

When a template's workflow type is changed from None to Simple, all existing documents will retain their Ready state.

When a template's workflow type is changed from Simple to None, all existing documents will change to the Ready state.

Feature unavailable in simple workflows

Document Locking

Unlike advanced workflows, documents are not locked from editing in certain workflow states.  The state can be changed at anytime by the appropriate user.

Assign Initiators & Approvals

Designating document initiators and approvers is a feature reserved for advanced workflows.  All users with edit access permission to a template can create and edit documents, while all users with admin access permission can approve them.

Comments & Proofing

Comments and proofing for templates and documents using simple workflow is not available.  This is available however using advanced workflows with Plan Approvals.

Notifications

Notifications to admins and users about workflow state changes to documents is currently not available.  This feature will be added in the future.