Hints and Tips Library - workflow

Configure data layout on forms, so that you can work in a way that suits your needs. (Please note, this is a configurable option - please speak to BTB if you'd like more information.)

You can obtain analysis / data for mailings – or whatever information you require from another team – in a non-asset workflow i.e. without the need to check-out or create an asset. (Please note, this is a configurable option - please speak to BTB if you'd like more information.)

The 'Tasks in deliverables with no assigned users' report allows Managers and/or Superusers to quickly identify where no user has been assigned to a current task, helping to prevent any unnecessary delay in the task being actioned.

The 'Overdue Tasks' report can be used to identify where there are potentially bottlenecks in the current workload with different users/business areas, so that Managers & Team Leaders can prioritise work.

Convert a webpage url into a pdf, directly into your Workflow, by using www.snapshot. Adding add more than one url to snapshot will result in a multi-page output.

Generate a post check-in workflow to automatically distribute the latest asset to relevant individuals / areas e.g. to salesforce, etc. (Please note, this is a configurable option - please speak to BTB if you'd like more information.)

Post check-in, automatically send an asset to one or more teams or channels for them to fulfil their responsibility – e.g. upload the asset to the website, update social content, etc. (Please note, this is a configurable option - please speak to BTB if you'd like more information.)

Rather than uploading a series of webpage screen shots for review, create a more realistic view of the customer experience by uploading a recording of you moving through the webpages. Reviewers can leave their comments in Markup as normal. (Please note, you will need to have access to a video recording tool for this e.g. Camtasia, SnagIt.)

Save time by checking out your assets directly from the Asset Lifecyle area. If the asset isn’t currently being worked on, you’ll have a link to ‘Create’ a Workflow in the column on the far right. You can check the chosen asset out, directly into the required Campaign / Project.

Ensure consistency, and save time, by importing Verification into your current Workflow, from a previous Workflow. Select Files > Import > Workflow number

Restrict who can / can't see or access Workflows, by managing Access Types.

If you need to create a new asset that is very similar to an existing one in the Asset Store, save yourself time in its creation, and use the 'Copy an item' function in your deliverable (you will select the Copy option instead of checking an asset out / creating a new item). The asset being copied remains unchanged, however, the Asset > View > History area will show the link between the existing asset and the new/copied asset - just like the link between Parent/Child asset. (Please note, this is a configurable option - please speak to BTB if you'd like more information.)

You can Check In your assets with a Version Date / Use From Date in the future e.g. a series of assets are needed for a product launch on x date but can't be in the public domain before that date. The asset(s) will sit in the Pending section of the Asset Store until that date is reached - only those with the relevant permissions can see assets in the Pending area.

When you don't want any more Workflows to be added to your Campaign / Project, it can be locked by a Superuser. This is done by clicking on the padlock button next to ‘Add Deliverable’.

Superusers / Systems Guardians can set up reviewer groupings as Favourites for all users to have access to (these are classed as company-wide Favourites).

Increase the privacy of your Workflow for sensitive material by using the Access function (this appears under the Users area within a Workflow). This can be set by the Workflow owner or project admin, and restricts access to only users of the Workflow. Example of use: Several teams could be working on the same campaign but not see each others work.

Use multi-asset workflows when

• there are groups / batches of assets that are related or will be used together
• the assets need to be signed off by the same areas / approvers
• the assets all need to be approved within the same timescales

You can also multi-edit asset Metadata by using Grid Edit – this displays the Metadata of each selected asset in a grid / table format. Select the required assets and click on the Grid Edit button (to the right-hand side of the assets) - in this view, you can mass copy/paste between cells (like in Excel). Check you haven't missed any mandatory fields by using the "validate" functionality.

When working with multi-assets in your workflow, use the multi-edit function to update the asset Metadata on them. Select the required assets and click on the Multi Edit button (to the right-hand side of the assets). Just remember that whatever you enter on the asset Metadata screen will transfer to all selected assets.

In a multi-asset workflow, when rejecting or approving subject to comments, make sure you deselect any assets that don't require to be changed.

If one asset in a multi-asset workflow has caused the task to be rejected, ensure you flag this in the comments box so the person managing the workflow is clear on what still needs to be addressed.

If you find that one asset in a multi-asset workflow is holding it up, remove the asset. The asset can be reviewed in a separate workflow, and its history from the multi-asset workflow copied over to the new one (cross-reference the multi-asset workflow this came from, as best practice).

When performing a multi-asset workflow, click on Save Draft before submitting, to ensure all work has been saved.

Capture and report on reasons each time a User Archives an asset or cancels a workflow, to identify trends or training requirements. (Please note, this is a configurable option - speak to BTB if you'd like more information.)

If adding a comment that has a supporting document / Verification, upload this with your feedback / comment or into the Mark up file – this makes it easier for reviewers to cross-check, and can help speed up the review process.

Use the @ function (e.g. @JoeBlogs) in Mark up or generally anywhere you can post comments, to ensure that the person the feedback is for is directly notified via the system and email.

If you collapse the yellow help text box, this will be remembered in cookie settings.

When all workflows in your Campaign / Project are finished, make sure you archive the Campaign / Project to remove it from everyone's project list pages.

Use your Project homepage to see the approval summary to date for each workflow, including who has still to action each task.

Use the Parent / Child functionality where you have a series of assets with minor variations e.g. the same content is being sent to several local authorities, but needs different logos on each document. When checking out your Parent / master document, turn on the toggle to create Child docs (and state how many).

If you need the same group of reviewers on a regular basis, Save as Favourite – you can then select the group at the point of creating a new workflow, using Create from Favourite (this is classed as a personal favourite).

Hover over Projects in the left-hand navigation to see a list of your recently viewed Projects (stored in your cache).

Group workflows (at Campaign / Project level) from different Campaign / Projects by using the Group function and giving it a name of your choice e.g. "annual tax change". This helps to identify all assets being updated for the same reason.