Jobs are all the tasks that are part of a campaign. Refer to the information provided to see how you can manage and edit them.
Add notes to a job
Do you have information or something to share about a certain job that users should read when accessing the overview screen that lists all jobs?
Depending on your Asset Workflow setup you can leave a note for each job in the (Job) note column. Notes will remain visible on the job overview screen. This way users can quickly read this information upon accessing the all jobs overview screen.
Add form fields to jobs
Form fields allow for selecting metaproperty values and creating job briefs. The information provided displays later as job information on the left-hand side of each stage.
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Create a job preset.
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Create a stage and select Form in the Type drop-down list.
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Select Metaproperties in the Form section that displays.
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Select the metaproperties to add to the form. You can allow users to edit metaproperty values or have them a read-only.
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(Optional) If you want to display the form before starting the job and not in the stage, add the metaproperties in the Metaproperties field under the Attachment section instead if adding them in the stage. Then the fields will display as Additional information in the pop-up when you start a new job based on the preset.
Now your users will be able to fill in the form and save it before sending the job to the next stage. They can also add URLs in fields.
Create a new job preset
If users wants to start a new workflow, they can choose a preset. A preset can help to create jobs more quickly. In general, presets can have predefined approvers, stages, and indicate if templates should be used for creating assets.
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Go to Settings > Workflow > Preset Management.
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Click on the Add preset button.
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Enter the name of the preset and select a related campaign. If you first create a preset, you can create a campaign later on and edit the preset to add the campaign.
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Select the options for the preset.
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Some options influence how workflow is used with other modules. For example, Use own templates is used when you use the POD module and want users to be able to edit POD templates and send them for approval.
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To decide where the approved assets should be exported, select When job is completed, submit the assets and select the Asset Library or the Waiting room.
Asset bank
The assets will be exported to the asset bank directly. The user who exported the assets will get a notification shortly to edit the assets. By clicking on this notification the exported assets can be easily assigned with metaproperties and tags all at once.
Waiting room
The assets will be exported to the waiting room, where they can be audited and assigned with metaproperties by a portal administrator.
Also, select Use filename as title when exporting assets to export images from a Workflow job to the Waiting room or directly to the Asset Library disabling the possibility to use metadata Title as Title and instead using filename as Title.
Note
If you require archive dates to be provided for uploaded assets, make sure you export assets to the Waiting room first. See Archive assets.
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To avoid exporting all assets at once, select Preselect approved assets when exporting. In this way, you will be able to look at the overview of all assets to be exported and select the ones you want to export.
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Select the name for the stage.
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Select the stage type.
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unselected - this is used for basic upload stages or review/approval stages (without an approval code).
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Templates - allows you to select POD templates in that stage.
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Approval - when finalizing a stage of the type approval an approval code will be generated. Note: Don’t use multiple approval stages.
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Form - allows you to select workflow metaproperties and populate these in a specific stage as form fields.
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Order & Order stationary - this offers a default set of fields. Created for a specific client. Obsolete if client uses Brand Store.
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Download - this allows you to create a POD template in this stage and immediately download it as different versions if applicable.
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Select the Default asset filter. This filter defines which assets will be visible to users in the stage the filter was set for. For example, if you select Awaiting approval, then the assets from the Waiting Room that wait to be approved will be shown as the default filter. The user will be able to change this filter in the job stage if necessary.
The Open filter shows the assets that await approval, whose approval is being processed or have been rejected.
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In the stage section, select the person responsible for each stage. If you don't select a responsible for a stage, the creator will automatically be the person responsible.
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Let user choose responsible - person the responsible for this stage can select the person responsible for the next stage.
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Restrict choice to selected group - only users that are the members of the selected workflow group can be assigned to that stage or task. Choose a group when you select this option.
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Select who should be able to edit the stage in the Editable by field.
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Select the options for the stage.
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If you want users to be able to book time in the job, select Enable time booking for the stage.
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Choose responsible when creating the job - select a responsible per stage when creating a new job instead of choosing the user before or let the previous stage owner select the next responsible. When you select this option, a user needs to select the responsible persons when creating a job based on the preset.
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Create tasks for the stage. You can also assign responsibilities to tasks.
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(Optional) If you want to change the names of buttons in a job, you can do it with Custom form labels. Add a new label to replace the Submit to next stage and Go back to previous stage button label.
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(Optional) Add an attachment. The uploaded file will be visible and accessible during the whole workflow.
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(Optional) Add metaproperties that you want to be filled when a user creates a job based on this preset.
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(Optional) To make this preset available only for selected users and groups, add these users or groups in Enable for profiles and Enable for groups fields.
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Save your preset or click Save as preset template.
If you want to edit the preset, you can open it in the preset overview. Then, you can save it by clicking one of the following buttons:
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Save as new
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Save, which updates the preset when you, for example, have added or removed a task or changed the order of stages.
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Save and close, which saves the changes and closes the page