Working with projects

Working With The Project

Once you have started the project with the “Start Project” option of the Project tab, you are ready to roll through the following stages:

STEP 1 - Upload Stage

This is where the artwork gets uploaded for approval.

{NOTE: By default, Artwork Flow gives 7 days for this task. You can click on the edit and update the due date.}

1. ASSIGNING THE TASK

You can start this stage by assigning someone to upload the artwork, for example, the designer.

2. RECEIVING TASK

When your project is started, the assignee will receive the first task to upload a file; you can also be an uploader.

‘Reference files’ under the Details section of Create Design are the documents the uploader can refer to while creating the new file.

3. ARTWORK UPLOAD

The designer can upload this file on their task dashboard to trigger the next stages of the workflow.

{NOTE: The artwork can be uploaded in pdf format only.}

STEP 2 - Review Stages

These are the stages where the artwork gets its approval.

1. ADD DETAILS

Enter Stage Name

You can get started on these tasks by simply entering the stage name.

The Stage name could be as straightforward as a ‘Review’; but if you have multiple reviewers, it will help to set a different stage name.

For example, it could be a Brand Manager; it could be a Marketing Team, etc.

Due Date

Click on ‘Edit’ and update the due date as per your requirement.

2. SET RULES

“When A New Artwork Version Is Uploaded, Take It To” Option

This dropdown has 3 options

initial stage,
current stage,
and the previous stage.

This option helps to decide if a file is rejected and your designer uploads a new updated file in which stage it would go.

‘Approvals Required’ Option

If you have multiple assignees at a given stage, you can set rules for how many approvals are required to clear that stage.

3. ADD TEAM MEMBERS/ COLLABORATORS

Invite A New User

You can directly invite one of your teammates to your project without having to navigate anywhere else. (This feature is the one that comes to your rescue in case you began a project but forgot to add all of the users to your team account).

Add Assignees

Invite single or multiple assignees at any given stage. For example, if you have parallel assignees, a task is generated for all users on the stage simultaneously.

Parallel workflows are best used by organizations where feedback from multiple teams is taken at the same time.

Sequential workflows are used by organizations with identified review buckets, and where a file moves from one team to another.

4. CHECKLIST ITEMS

Now you are ready to assign the checklist items to specific users.

When you assign a user on a particular stage, checklist items get activated, and you can select specific items to be approved by the user.

You can also reuse the checklist items.

STEP 3 - Master Artwork Upload

(This step comes into the picture if you have selected YES in the “Artwork Source Required” option in the Project Details section.)

After an artwork is approved, the user who had initially uploaded the artwork (Pdf) for approval will be required to upload the source files.

These source files can be .AI / .CDR . As additional resources, the user can also upload supplementary files of any format.

The initial artwork file uploader can follow the following steps to complete this stage:

1. LOCATE

Locate his/her task and click on "Take Action."

2. UPLOAD

Click on “Upload Master Artwork File."

3. ADD DETAILS

Enter the details, upload the files, then click on "Upload."

Summary

Following is a quick go-through for your first project so you don’t miss out on anything.

Make sure you have:

Added checklist items for your team to approve?
Uploaded any reference files for your teammates?
Set the due dates correctly?
MOST IMPORTANTLY, remember to ‘Start Project’.

(Reminder: Without clicking on the “Start Project'' button, the project doesn’t get initiated and the users aren’t assigned their particular tasks.)