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Create and Clone Workflows


Restriction: You need to be signed in using an administrator's account in order to create new workflows or clone existing ones.


User Menu > Workflows



Canto Workflows lets you create tasks, assign them to members of your team and control their completion. In short it is a task management tool.


Note: This feature is an add-on. To enable this feature for your account, please contact your Account Manager.


You do not have to create the entire workflow in one go. You will have the option to save "drafts" - having only provided the required basic information (workflow name and set up one task which you have to name and add an approver to) and come back at any given time to complete the process.


How to Create a New Basic Workflow

  1. Select New in the upper right corner to create a new workflow. 
  2. The next page will allow you to create a name, description and start date.
    Note: The Status can not be changed while setting up your workflow.
    You can also assign another Owner.
  3. By default the Type is set to Advanced (Rules based). Change it to Basic or learn about the Advanced Workflows below.
  4. Click Add Task in order to set up specific tasks.
  5. You will be able to name the task, add a description and set a due date.
  6. In addition, you can select a Canto album to include in the task. You can also Create new albums. The album will always be created under the latest selected folder. Files can be added to the task by clicking on Add File.
  7. You can add multiple approvers to each task. Approvers can be admins or contributors with the privilege to Manage Workflows.
    Note: You are required to add at least one approver. 
    • Approvers that are assigned to a task will receive notifications when tasks are coming up or are overdue.
    • Approvers get the option to Edit/Approve/Reject/Comment.
    • Approvers can also preview the files and a selection of their metadata, or click on the corresponding asset and can see all of the information in a new tab.
  8. Click on Save to create the task. The task will be displayed under Workflow Tasks.
  9. Create further tasks until you completed your Workflow.
  10. Click on Save (upper right) to complete the creation of the workflow.


How to Create a New Advanced (Rules based) Workflow

  1. Select New in the upper right corner to create a new workflow. 
  2. The next page will allow you to create a name, description and start date.
    Note: The Status can not be changed while setting up your workflow.
    You can also assign another Owner.
  3. By default the Type is set to Advanced (Rules based). 
  4. At this point you can select as many albums as you would like to assign to this workflow.
    Click on Add and make your selection. Confirm the process with Ok.
    At the bottom of the window you can see how many albums are currently selected.
    You can also Create new Albums. The album will always be created under the latest selected folder.
    Note: Individual assets can be added later on.
  5. Click Add Task in order to set up specific tasks.
  6. You will be able to name the task, add a description and set a due date.
  7. Files can be added to the task by clicking on Add File. Files travel through workflows, meaning they get "passed" on to the next person/task.
  8. You can add multiple approvers to each task. Approvers can be admins or contributors with the privilege to Manage Workflows.
    Note: You are required to add at least one approver. 
    • Approvers that are assigned to a task will receive notifications when tasks are coming up or are overdue.
    • Approvers get the option to Edit/Approve/Reject/Comment.
    • Approvers can also preview the files and a selection of their metadata, or click on the corresponding asset and can see all of the information in a new tab.
  9. Click on Save to create the task. The task will be displayed under Tasks.
  10. Create further tasks until you completed your Workflow.
  11. As soon as you created the first task within the respective workflow you can switch to the Rules-Tab in order to specify your requirements.
  12. Under Task Status Ruleyou can specify what should happen when:
    • the Due Date Expired
    • the task gets Approved
    • the task gets Rejected
  13. You can set up the Next Task that should be worked on when a certain Task Status Rule applies.
    You can select a Metadata Templates that should be applied when when a certain Task Status Rule applies.
    You can set up if the File Status should be set to either Pending, Approved or Restricted if a certain Task Status Rule applies.
  14. Click on Save (upper right) to complete the creation of the workflow.


How to Clone a Workflow

  1. To Clone a workflow, open the workflows menu in your Canto account.
  2. Select the clone icon on the right side of the screen to clone a workflow. This will bring you to a menu similar to when you first created the workflow. 
  3. Here, you can update the name, description, start date and status of the workflow. Additionally, you can edit the tasks assigned in the workflow and their due dates to give you team sufficient time to complete them.


Workflow Email Notifications

As an admin you will receive notifications when the following occurs:

  • Workflow has been completed
  • Workflow has been created
  • Workflow has been deleted
  • Workflow task has a new comment
  • New member added to Workflow task
  • Workflow task near due date
    - one day prior to the due date
  • Workflow task is overdue
  • Workflow task process (status change)


Videos

Creating Workflows in Canto



Cloning Workflows in Canto


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