Workflows & Key Editors

A Workflow is a list of users or groups of users an assignment needs to be submitted to before it is considered "approved" and ready for publishing. Think of Workflows as a logical progression or hierarchy from one staff member or staff group to the next within a given type of assignment. For example, Section Editor -> Copy Editor -> Editor-in-Chief -> Adviser. You can create as many Workflows as you like (although you shouldn't need to create too many) and manage them under your FLOW Settings.

Creating Workflows: Start to Finish 

Assigning Key Editors 

Before setting up Workflows, you may want to assign Key Editors to add to the Workflow. 

Assignment Type Key Editors 

1. To assign any Assignment Type Key Editors, go to your FLOW Settings and click on "Assignment Types." 
2. Find the Assignment Type you'd like to add a Key Editor for and select that user in the "Key Editors" column.
3. Click on "Save Assignment Types" when finished.

Story Tag Group Key Editors

1. To assign any Story Tag Group Key Editors, go to your FLOW Settings and click on "Story Tag Groups." 
2. Find the Story Tag Group you'd like to add a Key Editor for (Ex: Section) and select that user in the "Key Editors" column.
3. Click on "Save Tag Groups" when finished.

Creating Groups 

In addition to your Key Editors, you may also have some custom groupings of users you might want to add to a Workflow. For example, you might have multiple editors-in-chief or copy editors. 

1. Click on the Groups icon on the left of your FLOW account. 
2. Click on "Create Group" and give your group a name. 
3. Add users to your group.

Setting Up Workflows 

Once you have all your Key Editors and Groups created, you can create a new workflow. 

1. Go to your FLOW Settings and click on "Workflows." 
2. Once there, click on "Create New Workflow," give your Workflow a title, and decide which Assignment Types it can be used for (Writing, Photography, etc.).
3. Add the desired steps to your Workflow using the options listed at the bottom.
   1. Add Tag Group -- You will be prompted to choose which of your Story Tag Groups to add to the Workflow (Section, Publication, etc.). Depending on the Story Tag Group you choose to add to the Workflow, this will send it to the Key Editors you've designated for that Story Tag Group. For example, if I add my Section Tag Group to a Workflow, and I select "News" for the Section on a story, FLOW will send it to my News Key Editor(s). 
   2. Add Assignment Type -- Based on what Assignment Type is using the workflow (Writing, Photography, etc.) FLOW will send the assignment to the appropriate Assignment Type Key Editor(s). 
   3. Add Group -- Select any of the Groups you created to add to the Workflow.
   4. Add User -- Select an individual FLOW user to add to the Workflow. 
4. To rearrange the Workflow order (if needed), click and drag the steps. 

Selecting a Workflow

Manually Select a Workflow 

1. Click on the story, and then toggle to the assignment you'd like to apply a Workflow to (Writing, Photography, etc.).
2. Click on "Select Workflow" and choose the Workflow you want. 
3. When the assignee is ready, they can click on the green "Submit to Workflow" button to begin submitting to the Workflow. 

Set a Default Workflow  

Sometimes, you might create a Workflow that you want to be automatically applied to a particular Assignment Type. For instance, you might create a Writing Workflow that you want to use with all Writing assignments. Follow the directions below to set up default Workflows. 

1. Go to your FLOW Settings and click on "Assignment Types." 
2. Locate the Assignment Type you'd like to apply a default Workflow to and select that Workflow in the "Default Workflow" column. 
3. Click on "Save Assignment Types." 
4. Now, any time you create a new story with one of those assignments, that Workflow will automatically display.