Workflow templates are predefined review processes your Ziflow administrators create. When you select a template during proof creation, all required stages, reviewers, and notifications are added automatically with no manual configuration needed.

Only Ziflow administrators can create new templates, but all users can access them when creating proof reviews.

Available on: Standard Pro Enterprise

The number of active workflow templates available depends on your Ziflow plan and can be managed in your account settings.

This article outlines the following features:

Create a workflow template

Add a workflow template to your review

Create a workflow template

Administrators can create and manage workflow templates.

1. Log into Ziflow. Select your avatar and choose Settings > Proofing Settings > Workflow Templates.
   
   
   
   
2. Select Create template.
   
   
   
   

3. Enter a template name.

4. Assign a template Owner. You can accept the default Owner or assign to any Ziflow administrator.

5. Add reviewers and select their permissions and notification preferences.

6. Configure the workflow stages. See Configure workflows for a proof for more information about stage configuration. If your workflow stages require deadlines, see Create automated workflows.

7. Configure what proof creators and reviewers granted manager role are allowed change in the workflow template. 
   
   

   Permission	Description
   Add stages	Add new stages to a workflow. If Add stages is disabled, users won't see the workflow template button when that template is added to a proof review.
   Remove stages	Remove stages from a workflow. If Remove stages is disabled, users cannot replace the workflow template when it is applied to a proof review.
   Change stage name	Change the names of stages. See Add reviewers and configure workflows > Stage name.
   Change skip stages with new versions setting (Enterprise)	Skip a stage when a new proof version is added. See Add reviewers and configure workflows > Skip.
   Change stage trigger (Standard, Pro, Enterprise)	Change the trigger that starts the stage. See Add reviewers and configure workflows > Starts.
   Change stage deadline (Standard, Pro, Enterprise)	Change the deadline date. See Set deadlines in workflows.
   Change stage lock mechanism (Enterprise)	Change the stage lock settings. See Add reviewers and configure workflows > Lock stages.
   Change stage status calculation	Change the status calculation for each stage. See Add reviewers and configure workflows > Final Status Calculation.
   Change stage private comments ability (Enterprise)	Change the ability to add private comments to a stage. See Add reviewers and configure workflows > All comments.
   Change stage invitation message (Enterprise)	Change invitation message. See Add reviewers and configure workflows > Create a custom invitation message.
   Add checklists	Add a new checklist in the Proof Viewer
   Remove checklists	Delete a checklist from the Proof Viewer
   Add reviewers	Add new reviewers to a workflow. See Add reviewers.
   Remove reviewers	Remove reviewers from a workflow. See Add / remove reviewers or edit reviewer settings in a proof review.
   Change reviewer roles	Change reviewer roles. See Add reviewers > Roles.
   Change reviewer notification preferences	Change a reviewer notification preferences. See Add reviewers > Notifications.

   
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8. Select Create.

    

Add a workflow template to your proof review

When creating a new proof, select Add workflow template and choose a template from the list. Workflow templates can be adjusted/edited after you add them if permissions allow. 

Tip: Adding workflow templates to a favorites list

When you have multiple templates in your account, you can add the ones you use most often to your favorites list. To do this, open the workflow template list while creating a review and select the star icon next to the templates you want to add to your favorites.

Supporting material:

• Create a proof review
• Create automated workflows