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A guide to Advanced workflow
A guide to Advanced workflow

The features and benefits of Advanced workflow in Content Workflow

James Peacock avatar
Written by James Peacock
Updated over a week ago

This article covers the following features available with Advanced workflow:

If you're looking to learn the basics of workflow, check out this article.

Customisable workflow

Plans with Advanced workflow have the ability to customise workflow to their needs. It is common for different content types to require input from different people - whether that be at the creation stage or the review and approval stage. Also, clients may have different review and approval processes. Customisable workflow helps cater for these different use cases.

The parameters that can be customised are:

  • Workflow name

  • Workflow description

  • Workflow steps

  • Step name

  • Step colour

  • Step description

  • Step order

  • Step settings

  • Step assignment

  • Step due date

Automated workflow assignments

There are two types of assignments in Content Workflow - item assignments and workflow step assignments.

  • Someone who is assigned to an item remains assigned regardless of the active workflow step.

  • Someone who is assigned to a workflow step is only assigned to an item whilst that step is active (also known as the item's 'status').

Automated workflow assignments allow you to specify who is to be assigned to which workflow step in advance - automating responsibility as content progresses through the workflow.

Tip: It is also possible to assign people to workflow steps manually for each item individually. This is handy for managing ad-hoc responsibilities.

To assign people to a workflow step, click on the 'Add user' button. You'll then see a list of people in your team who you can assign to the step.

We believe workflow assignments should take priority, so people who are assigned during the workflow setup are locked to those steps, meaning they cannot be removed from inside items or from the content hub. People assigned in this way can be identified by the lock icon next to their avatar.

Automated due dates

As well as assignment automation, Advanced workflow comes with due date automation. When setting up your workflow, you can schedule time for each step.

For example, you might want to schedule 2 days for "Draft" and 3 days for "Review".

In this scenario, when "Draft" becomes active a due date is automatically set for 2 days in the future. When "Review" becomes active, a due date of 3 days in the future is set.

Read our dedicated Automated due dates help article for a detailed look at how it works.

Multiple workflows

As projects can contain thousands of items, a one-size-fits-all approach to workflow isn't realistic. As the name suggests, multiple workflows allow you to create and manage more than one workflow inside a single project, enabling projects to cater for a much wider variety of content types.

You can set a default workflow for each project. Default workflows will be applied to newly created items, as well as feed into your account dashboard and project overview screens.

Hopefully, this gives you a better understanding of the powerful features that come included with Advanced Workflow. If you have any questions, please reach out to our support team who will be happy to help.

For further reading, check out the following articles related to workflow:

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