Setting up and using the simple approval workflow in Produce

What the simple workflow does

The simple workflow lets you mark a Produce document as In progress, Pending review or Ready. The Share and Download all buttons only work once a document is Ready. It runs entirely inside Produce, so you do not need any other Papirfly product.

Requirements

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

Turn on the simple workflow for a template

1. In Produce, open Templates and select the template.
2. In the template panel, select the ... button, then Settings.
3. Open the Workflows tab and select Simple.
4. Select Save.

New documents created from this template start as In progress.

Not every document type shows the Approval menu. Print documents do. Banner documents do not.

Send a document for review

1. In Produce, open Documents and select your document.
2. At the top of the document panel, select Approval.
3. Select Pending review.

The menu lists the three states. A tick shows the current one.

Approve a document

1. Open the document that is Pending review.
2. Select Approval, then Ready.

While a document is Pending review, the menu reminds you that changing the status to Ready indicates admin approval.

What you can do in each state

• In progress and Pending review: Share, Download all and the PDF download buttons are switched off. Edit is still available.
• Ready: Share, Download all and the PDF download buttons are switched on. Edit is still available.

Move a document back to In progress

1. Open the document, select Approval, then In progress.
2. Select Confirm. Produce warns that this removes the current approval status.

Stop using a workflow on a template

Open the template Settings, go to the Workflows tab, select None and select Save. Documents from a template without a workflow are used without approval and show as Ready.

Need comments or a formal review?

The simple workflow only changes a status. If you want the review to happen in Plan, where reviewers can leave comments, use an advanced workflow. See Sending a Produce document for review with an advanced workflow in Plan.