Create a document approval workflow
The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.
You can request approval from other users or teams for a document in Adobe Workfront, or request they review a document without needing to approve it.
Access requirements
| table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
|---|---|
| Adobe Workfront package |
Any Workfront package to manage approvals using legacy Workfront storage Any Workflow package to manage approvals using Adobe cloud storage |
| Adobe Workfront license |
Contributor or higher Review or higher If you are using the Frame.io integration, you must have a Standard license to create approval workflows. |
| Access level configurations | View or higher access to Projects, Tasks, Issues, Templates, Portfolios, Programs, Reports, Dashboards, and Calendars, Documents |
| Object permissions | Manage access to the object associated with the request access or approval |
For information, see Access requirements in Workfront documentation.
Create an approval workflow from the Summary panel in the legacy documents area in Production
If your organization is on Workfront storage, you will see the legacy documents area when you access documents in Workfront. For more information about Workfront storage, see Differences between Adobe cloud storage and legacy Workfront storage.
To create an approval workflow:
-
Go to the project, task, or issue that contains the document, then select Documents in the left panel.
-
Click on the document you need and the Document Summary panel for that document opens.
-
Select the version of the document you would like to create an approval for in the version dropdown. The latest version is selected by default.
-
Scroll down to the Approvals section, then click Create workflow.
-
Fill in the following details:
table 0-row-2 1-row-2 2-row-2 3-row-2 html-authored no-header Stage name Add a stage name. You can change the name to something more descriptive, such as Initial Review or Final Approval. Add names or emails Begin typing a user or team name to add as an approver or reviewer. If you only have reviewers, they will be notified and have the option to complete the review but no decision will be required or made. One decision required (optional) The first person who makes a decision completes the stage. Due date (optional) Set a due date for the approval. Users and teams are notified by email 72 hours, then 24 hours before the specified due date. -
(Optional) Repeat the previous step to add additional stages as needed.
note NOTE If you add multiple stages, the approval workflow proceeds in the order the stages are listed. When all required decisions are made, the next stage begins and the previous stage is locked. 
Create an approval workflow from the Summary panel in the legacy documents area in Preview
If your organization is on Workfront storage, you will see the legacy documents area when you access documents in Workfront. For more information about Workfront storage, see Differences between Adobe cloud storage and legacy Workfront storage.
To create an approval workflow:
-
Go to the project, task, or issue that contains the document, then select Documents in the left panel.
-
Click on the document you need and the Document Summary panel for that document opens.
-
Select the version of the document you would like to create an approval for in the version drop-down menu. The latest version is selected by default.
-
Scroll down to the Approvals section, then click Create workflow.
-
Fill in the following details:
table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 html-authored no-header Stage name Add a stage name. You can change the name to something more descriptive, such as Initial Review or Final Approval. Add names or emails Begin typing a user or team name to add as an approver or reviewer. If you only have reviewers, they will be notified and have the option to complete the review but no decision will be required or made. Only one decision required (optional) The first person who makes a decision completes the stage. Due on (optional) Set a due date for the approval. Users and teams are notified by email 72 hours, then 24 hours before the specified due date. Add Custom Message (optional) Type a message in the Add Custom Message text box. The message appears in the approval email notification and in the Approvals tab in Workfront.
When you add a second stage, Show this message on all stages is selected by default. Leave it selected to use the same message in every stage. To use a different message for each stage, clear Show this message on all stages, then type the stage-specific message in each stage's Add Custom Message text box as needed.
-
(Optional) Repeat the previous step to add additional stages as needed.
note NOTE - If you add multiple stages, the approval workflow proceeds in the order the stages are listed. When all required decisions are made, the next stage begins and the previous stage is locked.
- If you edit a custom message after the approval workflow is created, an updated email notification is sent to all existing participants. If you add a participant later, the custom message is included in their email notification.
Create an approval workflow from the Summary panel in the new Documents area in Production
If your organization uses Adobe cloud storage, you will see the new Documents area when you access documents in Workfront. For more information about Adobe cloud storage, see Adobe cloud storage overview.
To create an approval workflow:
-
Go to the project, task, or issue that contains the document, then select Documents in the left panel.
-
Click on the document, then click the Approvals icon on the right side of the page.
-
Click Create workflow, then fill in the following details:
table 0-row-2 1-row-2 2-row-2 3-row-2 html-authored no-header Stage name Add a stage name. You can change the name to something more descriptive, such as Initial Review or Final Approval. Add names or emails Begin typing a user or team name to add as an approver or reviewer. If you only have reviewers, they will be notified and have the option to complete the review but no decision will be required or made. One decision required (optional) The first person who makes a decision completes the stage. Due date (optional) Set a due date for the approval. Users and teams are notified by email 72 hours, then 24 hours before the specified due date. -
(Optional) Repeat the previous step to add additional stages as needed.
note NOTE If you add multiple stages, the approval workflow proceeds in the order the stages are listed. When all required decisions are made, the next stage begins and the previous stage is locked.
Create an approval workflow from the Summary panel in the new Documents area in Preview
If your organization uses Adobe cloud storage, you will see the new Documents area when you access documents in Workfront. For more information about Adobe cloud storage, see Adobe cloud storage overview.
To create an approval workflow:
-
Go to the project, task, or issue that contains the document, then select Documents in the left panel.
-
Click on the document, then click the Approvals icon on the right side of the page.
-
Click Create workflow, then fill in the following details:
table 0-row-2 1-row-2 2-row-2 3-row-2 4-row-2 html-authored no-header Stage name Add a stage name. You can change the name to something more descriptive, such as Initial Review or Final Approval. Add names or emails Begin typing a user or team name to add as an approver or reviewer. If you only have reviewers, they will be notified and have the option to complete the review but no decision will be required or made. Only one decision required (optional) The first person who makes a decision completes the stage. Due on (optional) Set a due date for the approval. Users and teams are notified by email 72 hours, then 24 hours before the specified due date. Add Custom Message (optional) Type a message in the Add Custom Message text box. The message appears in the approval email notification and in the Approvals tab in Workfront.
When you add a second stage, Show this message on all stages is selected by default. Leave it selected to use the same message in every stage. To use a different message for each stage, clear Show this message on all stages, then type the stage-specific message in each stage's Add Custom Message text box.
-
(Optional) Repeat the previous step to add additional stages as needed.
note NOTE - If you add multiple stages, the approval workflow proceeds in the order the stages are listed. When all required decisions are made, the next stage begins and the previous stage is locked.
- If you edit a custom message after the approval workflow is created, an updated email notification is sent to all existing participants. If you add a participant later, the custom message is included in their email notification.