The updated interface for workflow is the foundation for the improvements coming in Q4 2022 and Q1 2023. Let's take a closer look at them...
Assign people to workflow
At the moment, assigning people to workflow steps is possible at the item level, but with the next update coming to workflow, you will be able to assign people to workflow steps at the workflow level. This will automate item assignments as content progresses through your workflow, without the need to manage this for every item in your project.
We believe workflow assignments should take priority, so people who are assigned at the workflow level 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.
Note: Additional people can still be assigned to workflow steps if required from within an item.
The Manage workflow permission is required in order to set workflow assignees, as it is managed inside the workflow settings.
A note on item assignments
With this update, item assignments will still remain. As before, if you are assigned to an item as opposed to a workflow step, your assignment remains constant regardless of the workflow step the item is on (the item status). This is useful if you want to stay informed of an item's progress, or if you are responsible for an item in its entirety.
At the moment, projects have a single workflow. As projects can contain thousands of items, a one-size-fits-all approach to workflow isn't realistic. This update will allow you to create and manage multiple workflows inside a single project, enabling your workflow to cater for a much wider variety of content types.
You will be able to 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.
Templates can also have a default workflow set. If so, items will use the workflow determined by the template, rather than the project. This will help ensure certain content types follow the correct workflow.
On release, the limits in place will be as follows, per project:
Start plan: 1 workflow
Scale plan: 3 workflows
Transform plan: 5 workflows
Default due dates
A big step forward for workflow automation will be the ability to set default due dates against workflow steps. This will introduce the concept of dynamic due dates - a highly requested feature. At the workflow level, you will be able to determine the duration of a workflow step, which in turn will apply a due date when an item enters that step.
Here's a simple example of a workflow:
New item (no due date)
Draft (3 days)
Review (2 days)
Published (no due date)
When items are created, their status will be New item. When the status changes to Draft a due date will be applied 3 days in the future. Again, when the status changes to Review, a due date will be applied 2 days in the future.
We can't wait to get these updates in your hands. If you have any questions, please reach out to our support team who will be happy to help.