Creating company workflows

Note

You must be a company admin to manage company workflows.

Workflows let you customize your company's Kanban board columns. For example, you can create columns to track the progress of an asset through its lifecycle, from creation through release.

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

  1. Click your avatar and choose Company settings.

    The Company settings pane opens.

  2. Click Workflows.

    Existing workflows are displayed. You can click the workflow name to see the workflow details or use the search to find a workflow.

  3. Click Create workflow.

  4. Enter the Workflow name. The name cannot be more than 100 characters and must not already be in use.

  5. Click Save and continue.

    The workflow is created, and the Configure states options are displayed.

  6. Optionally, edit the state name, type, and assign a color for each state. To add a state, click Add state and a new, empty state is added. To delete a state, click the trash icon. You must have a minimum of three states, with one of each type: Open, In progress, and Closed. The color is shown as a dot with the asset statuses to help with identifying the statuses.

    Tip

    The types are used to map states when changing a project workflow. See Change a project workflow.

  7. Click Continue.

    The Configure board options are displayed.

  8. Drag and drop the states to change their order in the Kanban board. The top state in the list is used as the left column in the Kanban board and the bottom state in the list is used as the last column on the right in the board. See Kanban board for more information.

  9. Click Finish.

    The workflow is added and marked as Inactive. To activate the workflow so that it is available for use in projects, click on the workflow and select Activate. Now the workflow is available for use in projects. See Activating and inactivating company workflows.

Workflow state types

Workflow state types are the basic categories of workflow states. When changing project workflows, the types must match when mapping states from the current workflow to a new workflow. Helix DAM includes the following workflow state types.

State type Information
Open Only one Open state is allowed and it is always positioned first in the workflow. New assets added to a collection in a project are automatically added to this column.
In progress At least one In progress state is required.
Closed At least one Closed state is required.