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What are workflows and how can I create them?

Last Updated: Aug 26, 2016 10:55AM EDT

Workflows allow you to add rules and triggers that automatically route content for review.

Log into inMotionNow, click the Contacts tab, then click Workflows.  You can create as many workflows as you need. To create a new Workflow, click Add New Workflow in the top right.



This takes you to the Workflow Editor page. Drag and drop, or double click the reviewer(s) you'd like the proof to be routed to in Tier 1, then click Add Rule. 



Approval Settings:

In this section, you'll want to indicate which statuses will move the proof forward to the next tier of reviewers. If you'd like the proof to move forward no matter what status is selected, click all checkboxes next to all the statuses under the section "status is set to:" In this example, the proof would only move forward if the proof statuses included Approved as is, Approved with changes, or a reviewer was skipped. The statuses Change and Resubmit and Contact Me would stop the workflow and send the proof back to the designer.

Reviewer Requirements:

By default, all reviewers in the tier are required. However, if you don't need all reviewer's feedback in the tier (but only one or two), you could make all reviewers optional, then add the number of reviewers actually needed in the "Minimum reviewers" field. In addition, setting a time constraint will move the proof forward after the allotted number of hours in that field. 

When you're finished with the rule, click Save.



To create Tier 2, click Tier 2 (located under Tier 1), and a box will appear where you can drag and drop (or double-click) to add the next group of reviewers.  Repeat the same steps from the first Tier, changing any settings according to your preference.

You can add as many Tiers as you need. When you're finished, name your Workflow and assign an owner if different from yourself.  Click Save and you'll be taken back to the Manage Contacts page.  If you need to make any changes to the Workflow, you just click to open it, make your changes, and click Save when you're done!
 

Here are some examples where the use of Workflow teams can be beneficial.

1. You have multiple groups of reviewers that need to review a proof.  However, there is a hierarchy to the review order and you would like the ability for any reviewer that does not approve the proof to stop progressing to the next group of reviewers and return to you so you can make the changes identified.  Then, you can release a new version back out to the Workflow team with the corrections.

2. You have multiple groups of reviewers for a proof.  You want a certain group to have no more than 48 hours to have access to the review before progressing to the next group of reviewers or sending back to you with any captured reviews.  Using Workflows, you can define a time constraint and once expired the project move to the next step in your flow.

3. Your proof needs to be reviewed by the legal department before it can be returned.  It does not matter who in the Legal Department performs a review - you just need one person to sign off.  Using Workflows, you could invite multiple people from the Legal department, set them all as optional reviewers and set a minimum threshold of at least one reviewer before moving to the next tier in the workflow.

Related article: 
Review teams 

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