General information

Unlike automations, which is for automating away repetitive work, the purpose of workflows is to support collaboration between users, by standardizing business processes. Therefore, workflows require user interaction in order to advance.

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From here you’ll get access to edit and delete existing workflows, or creating new ones.

Creating and editing workflows

Creating a new workflow

In order to create a new workflow, click the Create button in the upper area of the Workflows section, and then choose between one of two options:

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When the user selects the option to create a new workflow, they can the most common method would be to either make a completely new workflow from the scratch , or select a template or use or select one of the pre-existing ones from the system as a base for a new one. Creating It is also possible to create a workflow from DSL is a useful option, when . Here the user wants to can quickly copy and paste an existing workflow in the coded form as a template. (either from the current Media Manager or another environment?)text form of another workflow, for example from the documentation.

Creating new workflow

Selecting Create new workflow will prompt a new modal, where the user should type the name of a new workflow and choose one of the templates (if available). What’s understood as “templates” here are other existing workflows that can be used as a base for creating new ones.

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The user is now ready to start editing the transitions and stages.

Editing transitions

In order to edit a transition, the user needs to hover the cursor over one of them which will prompt the appearance of a transition menu. From here the user can either edit the transition or delete it.

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Additionally, the user can click on the top area of a constraint box in order to collapse or expand it. This is how collapsed constraints look:

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Editing stages

The user can edit a stage by hovering the mouse pointer over it, clicking on the three dots and then selecting Edit.

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• Changing the name of the stage

• Changing the name of the unique ID

• Adding a description

• Indicating whether the stage completes the workflow

• Indicating relevant meta fields

• Assigning a stage owner (automatically or dynamically)

• Adding labels

Automatic/dynamic assignment of a stage owner

The stage owner is a user or user group who gets a particular stage in the workflow assigned. As a consequence they receive a task related to that stage and will need to take an action, such as approving or denying download request.

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Once the workflow is fully defined, the user should click Save button in the upper right corner of the workflow edition area.

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Tasks

Tasks can be accessed by clicking the Tasks icon on the right side of the top bar.

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The details of the task are opened in the right-side panel after clicking on it once.

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At the top of the newly-opened panel the user can review the details of the task (name, description, status as well as the outcome of input constraints) and take actionthere are basic information concerning the task (the name of the workflow and its current status), the option to delete the task as well as a button that opens a drop down with available actions. In the lower part of the panel there are three several tabs with additional content that the user can switch between:

• Summary (who created the task, the date of creation, promoted input constraints as well as a short summary of assets, attachments and comments)

• Details (information concerning all input constraints apart from attachments)

• Assets (all the assets related to the taskassets the task concerns in either box view or list view)

• Attachments (attached files related to upload constraints)

• Comments (used for the direct communication between users involved in the same workflow and between users with access to other users' workflows)

• Attachments (related to upload constraints)

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Use case examples

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• tasks)

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