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Configure Workflow Steps and Components ​

Workflow steps are the stages that Publication Items move through. Each step has a name, an icon, assigned roles/permissions, and optional deadline scheduling with notifications. Components are the UI elements and features available within each step.

Add a step to a workflow ​

  1. Open a workflow configuration in the Workflow Configuration workspace.
  2. In the workflow editor, click Add step or New step.
  3. Enter the step Name (for example, "Layout", "Review", "Approval").
  4. Select an Icon to represent this step in the workflow diagram.
  5. Choose Permissions: Select which roles can access and work on items in this step.
  6. (Optional) Configure Schedule: If you want deadline-based notifications, enter the number of hours before the deadline that items should pass this step.
  7. Click Save.

Configure deadline notifications ​

Deadline notifications alert users when items are approaching or past a deadline. You can only set up notifications if you've configured a deadline schedule for the step.

  1. Open a step for editing.
  2. Enter a deadline in the Schedule (hours before deadline) field.
  3. In the Deadline notifications section, click Add notification.
  4. For each notification, configure:
    • Hours: How many hours before or after the deadline to send the notification
    • Before or after deadline: Choose whether this notification triggers before or after the deadline (BEFORE or AFTER)
    • Title: The notification subject line (supports dynamic content using { syntax, e.g., {teamName}, {campaignName})
    • Message: The notification body text
    • Receiver(s): Who receives the notification — select roles, enter email addresses directly, or use a publication item property to derive email addresses
    • Details: Optional. Add publication item properties to include in the notification email
    • Include links: Check this to include any linked assets and their variants with authentication codes in the notification
  5. Save the step.

Add components to a step ​

Components are the functional elements and content areas within a step. They determine what users see and can do when working on items in that step.

  1. Open a workflow step for editing.
  2. Click Add component.
  3. Choose a component type:
    • Briefing — Displays the briefing information for the publication item
    • Preview — Shows a preview of the design or content being worked on
    • Sticky List — Displays sticky notes for collaboration and feedback on this item
    • Add Pages — Allows users to add new pages to the design
    • Layout — Displays and allows editing of design layouts
    • Step Overview — Shows an overview of the current step and its items
    • List View — Shows items in a list format with customizable columns
    • Automation — Displays available workflow automations (can filter by tags)
    • Package Management — Manages assignment of items to campaign packages
    • Upload Assets — Allows uploading asset files for the item
    • Upload — Allows uploading other file types
    • Assets — Displays linked assets with optional filtering capabilities
  4. Configure component options (if available):
    • Some components support column configuration to customize which fields are displayed in list views
    • Some components support filtering (e.g., Assets can be filtered by properties)
  5. Optionally, add actions to the component (e.g., "Move to next step", "Approve item"). See Configure Workflow Transitions and Actions for details.
  6. Save the component.

Configure step order ​

Steps in a workflow execute in the order you define.

  1. Open the workflow configuration for editing.
  2. Use drag-and-drop to reorder the steps.
  3. Save the workflow.

Delete a step ​

  1. Open the workflow configuration for editing.
  2. Find the step and click the delete button.
  3. Confirm the deletion.

Steps cannot be deleted if they are currently in use by publication items.