Change a project workflow

Each Helix DAM project uses a workflow, which supports your team's process. The workflow defines the statuses, or states, that assets can have. For example, a workflow may have Open, In Review, Reviewed, and Released states. Each state is a column on the project Kanban board.

Workflows are created and managed at the Helix DAM company level. For more information, see Managing company workflows. A default workflow is set at the company level for all projects in the company, but you can use a different workflow if your project requires it.

Note

You must be a company admin or project admin to change the workflow used for a project. Ask your company admin for help if you need a new workflow or changes to an existing workflow to support your project.

To learn how to change a project workflow at the company level, watch this video or review the instructions following the video.

  1. Open the project.

  2. Click Project settings in the left pane.

    The Project settings pane opens.

  3. Click Details.

    The workflow currently used for the project is displayed.

  4. Click the Edit button next to Workflow.

    A list of all active workflows created for the Helix DAM company is displayed.

  5. In the Change workflow pane, select the workflow to use for the project. You can search for a specific workflow. Default workflow indicates the workflow set for all projects by default in the company workflow settings.

    To view the states and type of each state used in a workflow, click View details under the workflow name.

  6. Click Next.

  7. In the Map states pane, select the state in the new workflow that will replace the state in the current workflow. Each state must be mapped. Only states that are the same state type in the current and new workflows are available for mapping. For example, you cannot map an Open state in the current workflow to an In Progress state in the new workflow. When the new workflow is applied to the project, the status of assets using the old state changes to the new state.

    For example, if the current workflow has a Reviewed state and the new workflow does not have this state, but has an Approved state that you want to use instead, select Approved next to the Reviewed state. When the new workflow is applied, assets with a Reviewed status are updated to the Approved status.

  8. Click Save.

    The changes are saved and the new project workflow is applied.