The Workgroups & Project Visibility feature in the Workflow app allows you to determine who can see projects, proofs, and request forms within the app. Once groups are given visibility to projects, they can easily be invited into conversations on individual proofs by @ mentioning them in comments. For forms, workgroups for teams or departments allow a group to have access to the specific request forms. As members change in the group, quickly add new users to the workgroup and those users will automatically gain access to the appropriate forms.

 

Create workgroups¶

Workgroups are created from the gear icon for the Settings menu.

Simply click Add workgroup, then add a title and add members to it.

People can be grouped into workgroups in whatever way works best for your organization: by brand, division, department, or any other way that suits your needs. They can be assigned individually, but not by an already created workgroup at this time. Workgroups can be created and edited by DAM admins.

 

 

View and edit workgroups¶

You can see a list of everyone involved in each workgroup by clicking the arrow for the group.

As workgroups change and people join or leave your organization, you can add or remove them from a workgroup. You can also rename or delete the workgroup. Click Edit to add or remove people or to rename the group.

 

 

Set project visibility¶

When a project request is submitted, you can choose to include the members of one or more workgroups to see the project. Members assigned to workgroups will be able to see all project deliverables and can be @ mentioned in their proofs. Once mentioned, the member will be added to the deliverable as a commenter.

 

 

Update visibility on the project details page¶

Visibility for active projects can be updated at any time by DAM admins, the project owner, or the project manager on the project details page under People.

Click Edit, then choose who can view the project (individual users or users in workgroups). Add as many workgroups as needed.

 

 

Set project request form visibility¶

Visibility options for project request forms can be defaulted by adding workgroups that can see projects created from the form, and resulting projects will acquire those defaults when they’re created using the form. Those projects can be updated to reflect individual needs that don’t meet the request form defaults.