In the first part of this series, we defined what Workflow is, what it does, who it helps — and how it solves their problems.
Here, we’ll be walking you through a Workflow demo to give you a real-world idea of how it can support your team.
If you prefer, you can also watch our brief demo video, or you can request a live demo where you can see Workflow (as well as Assets, Portals, Templates, and Insights) in action with our cloud-based DAM system.
Today, our demo walkthrough involves the following three roles:
We’ll be showing you how the product marketing manager, creative operations manager and the communications manager would use the work management capabilities of Widen Workflow.
Bob (our Requestor) has a new project and needs to request some creative material for a new product launch. His first step is filling out the “Incoming Request” that’s built into the application.
After Bob fills out the request, Shannon (our Organizer) looks it over and notices there’s a missing file. She and Bob can collaborate about the missing file, or any other aspect of the request directly from within the application. As you can already see, Workflow is the central hub where all of the creative project management, and eventually online proofing, takes place.
Bob receives Shannon’s message about a missing file, uploads it, and thanks Shannon for the heads up. Both Bob and Shannon will get email notifications when a new message is sent to them within the Workflow request system. Of course, all messages can be viewed within the application, too, so the email is just an alert that there’s new correspondence to view.
When Shannon approves the project, all the information that Bob entered is automatically added to the project. Shannon can adjust any dates or information and add any files she feels are necessary before turning the request into a project.
Once the request has been approved as a project, Bob will get an email letting him know.
From that point on, he can follow the project’s progress in Workflow. The ability to effortlessly follow a project is literally every Requestor’s dream — and Workflow makes it a reality.
Now that the project has been approved, as the Organizer it’s Shannon’s responsibility to set up the project details and kick it off. The work management capabilities of our application make this task a breeze.
Shannon can see, at a glance, all the deliverables that Bob requested and can easily adjust any individual timelines. She can also add new deliverables after the project has been created or is underway if something new comes up after the initial request.
Shannon can now set up the information needed to deliver a proof, including WHO will deliver this proof — most likely a web designer, graphic designer or copywriter (our Contributor), what type of permissions they have on the deliverable, a creation timeline, and any special instructions that would be helpful for the Contributor chosen to create the proof.
Next comes setting up the review process. Shannon begins setting up individual stages of review. Each stage will have a separate timeline and a set of Reviewers. Additionally, Shannon will determine whose review is necessary to move this project along, vs. who is an optional or informational Reviewer.
Once all the stages have been created, Shannon can complete the creative workflow and the application will automatically take the project to completion with minimal intervention on her part.
After all the setup is complete, the application also handles notifying the Contributor when a new proof is necessary.
Another automated feature of Workflow is notifications. In this example, the application sent notification alerts to the Contributor regarding details like the delivery due date, details of the deliverable, any special instructions that Shannon added, and a quick link to upload the new proof to. This adds efficiency, order and peace of mind to the online proofing process — as well as to the entire creative project management process.
Once an online proof is delivered, the first review stage kicks off for Reviewers to add their comments and recommendations.
The application automatically notifies Reviewers when a proof is ready for review. The notification also gives details of the deliverable itself, the urgency of the review, and a direct link to review the proof.
Workflow makes it easy for Reviewers to navigate to the online proofing tool directly from their email.
Once in the proofing tool, Reviewers can view everyone else’s comments, mark up the proof, view previous versions, and make an approval decision.
When all of the necessary (as opposed to optional) Reviewers have contributed to the proof, Shannon is automatically notified.
Once online proofing is closed, the project is complete and ready for distribution.
Once the proof has been closed, Bob (our Requestor) gets an auto notification that the asset(s) are ready for him in the DAM system.
And that’s how our Workflow application works!
Ready to learn more?