Upload a new document version and request an approval
The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.
If a document is marked “Needs work” in a previous review, you can upload a new version to the original document and start another round of approvals. Once you upload a new version of the document, the previous versions are locked.
If the file name of the new version is different from the file name of the previous version, Workfront displays the document with the newer file name.
When a new version is added to a document with outstanding approvals, the approval on the previous version displays as “Withdrawn”. The previous approval process closes, even if some participants have not yet made a decision.
If the newest document version is deleted, the previous versions remain locked. If you need to edit a previous version, you must manually unlock 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 |
| Adobe Workfront licenses |
Request or higher Contributor or higher If you are using the Frame.io integration, you must have a Standard license to create approval workflows. |
| Access level configurations | Edit access to Documents |
| Object permissions | Edit access to the object associated with the document |
For information, see Access requirements in Workfront documentation.
Use drag-and-drop to add a new version in your production environment
If you need another round of review and approval on a document, you can create a new document version in Workfront.
You can add the previous participants, new participants, or a mix of both. You can view information about previous versions and participants on the Document Details page.
To add a new version:
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Navigate to the document in Workfront.
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Drag and drop the new file on top of the previous document. This automatically creates a new version.
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Once the document finishes uploading, select the document, then click Document Details.
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In the left panel, click Approvals, then click Add.
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To add all previous participants, click Add all. You can also add new participants or remove previous participants as needed.
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To add an existing approval template, click the Template button and begin typing in a template name.
note tip TIP Users with a Standard license can create reusable Approval Templates from the Setup area. For more information, see Create an approval workflow template for documents. -
(Optional) Set a deadline for the approval. Users and teams are notified by email 72 hours, then 24 hours before the specified deadline.
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Once you’ve added all reviewers and approvers, click Submit Request. Participants are notified via email.
Use drag-and-drop to add a new version in your preview environment in the legacy documents area
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 Workfront Storage vs. Adobe enterprise storage.
If you need another round of review and approval on a document, you can create a new document version in Workfront.
You can add the previous participants, new participants, or a mix of both. You can view information about previous versions and participants on the Document Details page.
To add a new version:
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Navigate to the document in Workfront.
-
Drag and drop the new file on top of the previous document. This automatically creates a new version.
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Once the document finishes uploading, select the document to open the Document Summary panel. Here you’ll see the version number at the top of the panel.
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Scroll down to the Approvals section.
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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 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. -
(Optional) To add an existing approval template, select a template from the left side of the dialog.
note tip TIP Users with a Standard license can create reusable Approval Templates from the Setup area. For more information, see Create an approval workflow template for documents. -
Once you have added all the stages and participants you need, click Request approval.
The approval workflow starts and the approvers receive a notification that their approval is needed on the new document version. The previous document version is locked and any outstanding approvals on the previous version are withdrawn.
