Create company workflows

A workflow is a group of ordered states that an asset or bundle must go through during a review cycle. Transition rules define how items move from one review state to another in a workflow and who is allowed to make the state changes.

For example, a typical workflow might include the following states: Open, In progress, In review, and Closed. An item in a review cycle might need to pass through all these states before it's ready for release. To learn more, see Review state transition rules.

You can track items in a review cycle on the project Kanban board. See Kanban board.

You must be a company administrator to create and manage company workflows.

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

Step 1: Create a workflow

  1. Click your avatar and click Company settings.

    The Company settings pane opens.

  2. Click Workflows and click Create workflow.

    The Workflow details pane opens.

Step 2: Enter a name

  1. Enter a workflow name. The name cannot be more than 100 characters and must not already be in use.

  2. Click Save and continue.

    Your workflow now is saved and the Manage states pane opens.

Step 3: Manage workflow states

You can edit the three workflow states: Open, In progress, and Closed, but you can have only one Open state. You can rename and change the color of the default states and add new ones, but a workflow must contain at least one state of each type. To learn more, see Workflow state types.

  1. Edit the name, type, or color of the default states.

  2. Optional: To add a state, click Add state. A new, empty state is added.

  3. Optional: To delete a state, click the Trash button .

  4. Click Continue.

    Your workflow states are now configured and the Set up board pane opens.

Step 4: Set up the Kanban board

The states you configured in the previous step appear in the same order as they do on the Kanban board. The top state in the list is the first column on the board. See Kanban board.

  1. Drag the states to change their order on the Kanban board.

  2. Click Continue.

    Your Kanban board is now configured and the Add transition rules pane opens.

Step 5: Add transition rules

Transition rules let you control how asset and bundle reviews move between states in a workflow. You can restrict transitions between certain states, restrict transitions to specific users, and share state transitions with external applications and services through webhooks. To learn more, see Review state transition rules.

  1. Click Add rule.

    A Create rule pane opens.

  2. Enter a name for the rule. Rule names are case insensitive and must be unique in the workflow.

  3. Choose the From state.

    The From state is a state a review is allowed to transition from in the review cycle. You can choose more than one state.

  4. Choose the To state.

    The To state is a state a review is allowed to transition to in the review cycle. You can choose more than one state.

  5. Select which users are authorized to make this transition.

    A transition rule must have at least one allowed user. To allow all project members to make a transition, select All users from the user list.

  6. Choose a webhook to trigger whenever a user makes a transition.

    To learn more about webhooks, see Webhooks. You can choose multiple webhooks.

  7. Click Create rule.

    The transition rule is created. You can create multiple transition rules.

  8. When you have set up all your rules, click Finish.

    The workflow is added and marked as Inactive. The workflow is not available to use in projects until it is marked as Active.

Step 6: Activate the workflow

Activate the workflow so that it is available for use in projects.

  1. Click your avatar and click Company settings.

    The Company settings pane opens.

  2. Click Workflows.

  3. Click the vertical ellipsis button on the workflow and click Activate.

    The workflow is now available for use in projects. You can activate and inactivate the workflow at any time. See Activate and inactivate 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. The following workflow state types are available in P4 DAM.

State type Information
Open Only one Open state is allowed and it is always positioned first in the workflow. New items in review are automatically assigned an Open state.
In progress At least one In progress state is required.
Closed At least one Closed state is required.