(ENG) Template Workflow

Gewijzigd op Di, 7 Apr om 5:12 PM

With the Template Workflow, you keep an overview of the status of your templates. You can see at a glance where a template is and who still needs to take action. This helps you collaborate better, prevent errors, and reach a final template faster.

In this guide

Workflow status

Set up workflow (for administrators)

What happens in read-only steps

Add to Calendar

Set up workflow (for owners)

Administrators (Owners) can adjust the template workflow via Settings → Template Workflow. Here you define how the process around templates works and who is responsible for what. Within these settings, you can:

Modify workflow steps or add new steps
Set a workflow step as read-only
Assign or notify users per step
Set deadlines for when something must be completed

This ensures a clear and structured process within your organization.

Adjust workflow status

Each template goes through the same steps by default. This workflow is automatically applied to all templates. The default steps are:

Writing – The template is created or edited
Checking – The template is reviewed
Approved (read-only) – The template is approved and can no longer be edited
Finalized (read-only) – The template is finalized and locked

You do not need to add this workflow yourself; it is applied automatically.

As a user, you can move a template to the next step, but also return it to a previous step if changes are still needed. You move forward via Complete step, and move back by clicking directly on the desired workflow step.

Is a template, for example, in Approved and do you want to make changes? Then set the workflow back to Writing, make your changes, and complete the step again. Only users with write permissions or higher can adjust the workflow. When you change a workflow step, involved users are automatically notified:

Assigned users receive an email
Any comments you add are included in the email

What happens in read-only steps

In workflow steps that are set as read-only, you can no longer make changes to the template. This means the content is locked to prevent approved templates from being accidentally modified.In this phase, you can no longer:

Add, remove, or edit blocks
Change numbering
Modify translations
Change attachments
Edit the cover page
Modify document workflows
Change template settings (except title and folder)
Edit or remove smart fields
Modify sections

There are, however, some exceptions. Global blocks and global smart fields are still updated automatically. When these are adjusted centrally, the changes are also applied to the template, even if it is read-only.

Add to Calendar

When a deadline is set in a workflow step, an option appears at the bottom to add it to your calendar. This allows you to easily save the deadline so you do not miss it. Follow these steps:

Click Add to calendar
A file is automatically downloaded
Open this file to add the deadline to your calendar

This way, you always have important deadlines directly in your own agenda.