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Manage jobs

  • Updated

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.

Custom job filters and columns for all jobs overview screen

The default job overview screen to view all jobs presents you with a default setup of filters and columns to find the job you need. However, what if this default layout does not optimally fit your use case? Create your own custom job overview screen with custom filters and columns so that your users can easily find the job they're looking for.

Read more about it here.

Create a job based on a preset

Read more about creating jobs here.

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 Creative Workflow setup you can leave a note for each job in the (Job) note column. Notes will remain visible in the job overview screen. This way users can quickly read this information upon accessing the all jobs overview screen.

Figure 1. Example of job note

Example of job note

Click to enlarge


Who can view, create, edit and remove notes?

Users with the following right can view notes other users created:

  • View job overview notes

Users with the following right can create, edit and remove notes:

  • Manage job overview notes

How to add a note?

  1. Go to the Creative Workflow overview page that lists all jobs.

  2. In the (job) note column click Add note.

  3. Enter your note in the Note textfield and click Save changes to save your note.

The note will now be visible on the overview page to all users who have the permission to view notes.

Note

Depending on your portal setup this feature may not be available.

How to edit or remove a note?

  1. Go to the Creative Workflow overview page that lists all jobs and locate the note you want to edit or remove.

  2. Click Edit below the note you want to edit or remove.

  3. Make the necessary changes in the Note textfield or remove all text to remove the note completely.

  4. Click Save changes to save the modifications or to permanently remove the note.

Search for a job in a campaign

In the campaign overview, you can click on a specific campaign and use the filters available to search for a job. You can search based on the following criteria:

  • Responsible - a person currently responsible for the stage

  • Reporter - a person who created the job

  • Status - search on a status of a job. The open, active, approved, or canceled

  • Contains text - use this field to search on: job name, job approval code, job order code, accountable user name, active stage responsible name, active stage responsible group name, job code, and saved job metaproperty values.

  • involvement and custom columns. For more information on those, see the sections below.

Monitor involvement

  1. Go to Workflow and click on a selected campaign.

  2. In the jobs overview, open the settings filter.

    involvement.png

    Note

    An idle stage is a stage which is not currently active (in progress). Idle stages can be completed or not.

Move a job to a different campaign

  1. Go to Workflow and click on a selected campaign.

  2. Click on the job you want to move.

  3. Click the settings icon and click Edit job.

  4. Open the Campaign dropdown and select the campaign you want to move the job to.

  5. Save your changes.

    Note

    You cannot edit campaigns that are based on a preset.

Campaign specific job columns

Click here to learn more

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.

form-fields.png

  1. Create a job preset.

  2. Create a stage and select Form in the Type drop-down list.

  3. Select Metaproperties in the Form section that displays.

  4. Select the metaproperties to add to the form. You can allow users to edit metaproperty values or have them a read-only.

  5. (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.

  1. Go to Settings > Workflow > Preset Management.

  2. Click on the Add preset button.

  3. 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.

  4. Select the options for the preset.

    • 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.

    • 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.

    • 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.

      preselect-workflow.png

  5. Select the name for the stage.

  6. Select the stage type.

    • unselected - this is used for basic upload stages or review/approval stages (without an approval code).

    • Templates - allows you to select POD templates in that stage.

    • Approval - when finalizing a stage of the type approval an approval code will be generated. Note: Don’t use multiple approval stages.

    • Form - allows you to select workflow metaproperties and populate these in a specific stage as form fields.

    • Order & Order stationary - this offers default set of fields. Created for a specific client. Obsolete if client uses Brand Store.

    • Download - this allows you to create a POD template in this stage and immediately download it as different versions if applicable.

  7. 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.

    default_filter.png

    The Open filter shows the assets that await approval, whose approval is being processed or have been rejected.

  8. 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.

    • Let user choose responsible - person the responsible for this stage can select the person responsible for the next stage.

    • 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.

  9. Select who should be able to edit the stage in the Editable by field.

  10. Select the options for the stage.

    • If you want users to be able to book time in the job, select Enable time booking for the stage.

      book-time-workflow.png

    • 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.

      add-persons-responsible-in-preset.png

  11. Create tasks for the stage. You can also assign responsibilities to tasks. tasks-presets.png

  12. (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.

  13. (Optional) Add an attachment. The uploaded file will be visible and accessible during the whole workflow.

  14. (Optional) Add metaproperties that you want to be filled when a user creates a job based on this preset.

  15. (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.

    Note

    You can create workflow groups in Settings > Workflow > Group Management. You need to have the Manage user groups permission for Workflow to manage groups.

  16. Save your preset or click Save as preset template.

    Note

    If you select to save the preset as a template, it will display in the Preset templates section in the preset overview. You can click the template and then click Start new preset based on this 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:

  • Save as new

  • Save, which updates the preset when you, for example, have added or removed a task or changed the order of stages.

    Note

    If you update a preset, the upates will work for all the new jobs based on the preset but not for the jobs that are in progress or have been complated.

  • Save and close, which saves the changes and closes the page

Send a job to the next stage

In a job, click Send to next stage or Send back previous stage. You need to be responsible for the stage or accountable for the whole job to be able to do this.If you want to change the names of these buttons, you can do it in a job preset. See Create a new job preset.

Learn more

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