Workflows define the structure and logic of the review and approval process for a proof in Ziflow. A workflow can be created manually during proof setup, or applied using a reusable workflow template. Workflows ensure that feedback is collected efficiently, stages happen in the correct order, and the right people are notified at the right time.
Available on: Free Standard Pro Enterprise
Workflows are not the same as Flows. Flows in Ziflow are used to automate actions in your proof and intake and external system actions (like monday.com, Asana, Jira, or Slack). For more information, see Understand automation flows (Connect).
Ziflow users and administrators: check out Workflow templates for a guided walkthrough.
Purpose
The goal of workflows is to:
- Move a proof through a defined path for review and approval
- Involve and inform the right people during the review
- Track the decisions and feedback clearly
A simple workflow can be assigning reviewers and setting their reviewer roles and permissions in a single stage. A more complex workflow may involve adding multiple stages with different reviewers and stages that are triggered automatically to start when configurable conditions are met.
The number of stages you can add depends on your Ziflow edition:
- Free- one stage
- Standard- two stages
- Pro- 3 stages
- Enterprise- Unlimited stages
Key components
| Element | Description |
| Stages | Phases of review, which can be sequential or parallel. Each stage defines a set of reviewers and a time frame. See Configure workflows. |
| Reviewers | Individuals or groups assigned to a stage. Reviewers can be internal users or external guests. See Add reviewers. |
| Stage settings | Defines behaviors during a stage, such as a deadline, when to lock a proof, or the requirements for a final decision. See Configure workflows. |
| Notifications | If and when emails are sent when stages start, decisions are made, or proofs are completed. See Add reviewers. |
| Automated stage triggers | Routing logic that determines how the proof moves from one stage to the next—sequentially, in parallel, or conditionally. See Starts - add automated stage triggers. |
Workflow creation options
You can create workflows manually or using templates.
Manual setup (one-off)
Users can build a workflow from scratch when creating a proof by:
- Adding stages
- Assigning reviewers
- Configuring deadlines and permissions
- Defining order of operations
For more information, see Add reviewers and configure workflows for a proof.
Workflow templates (reusable)
Ziflow administrators can create workflow templates that define all stages, reviewers, and settings. When users select a template during proof creation, Ziflow adds all the stages, reviewers, and rules from the template to your proof automatically.
Templates are especially useful when:
- Review processes are consistent across teams or campaigns
- You want to reduce setup time
- You want to enforce compliance or approval policies
For more information, see Create and use workflow templates.
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