You can control how many mandatory or gatekeeper decisions are required before a proof moves to the next workflow step. You can also set how many approver decisions are required on the final step before the proof is approved or returned with a to-do list.
To set how many decisions are required
Step 1
When a workflow step includes more than one mandatory or gatekeeper reviewer — or more than one approver on the final step — the decision threshold is displayed at the bottom of the workflow step.
Click the underlined text to change the setting.
The following options are available for how many decisions are required:
All
A number
Just one
How decision thresholds work on the final step
On the final workflow step, the decision threshold applies to every approver decision — whether the approver approves the proof or requests changes.
The proof remains open until the required number of decisions has been received.
Once the threshold is reached, the most recent decision determines the result:
If the most recent decision is Approved, the proof is approved.
If the most recent decision is Changes please, the proof is returned with a to-do list.
For example, if three decisions are required and the decisions are Approved, Changes please, then Approved, the proof will be approved because Approved was the most recent decision.
Unsure who the mandatories, gatekeepers, or approvers might be?
If you are setting up a workflow template and know how many decisions you require, but do not know who the reviewers will be, you can still set up the conditions for the workflow step.
Example:
You want three decisions from mandatory reviewers before the proof moves onto the next step, but you only know who two of the reviewers will be.
Here’s how:
Step 1
In the workflow step, ensure you have at least two mandatory (or gatekeeper) reviewers in the step. This is so you can set the conditions for the number of decisions you require.
Ensure at least one reviewer has the inviter permission turned on. This person can add other reviewers into the step.
Step 2
Set the condition to the number of decisions you require — for example, 3.
The condition for the step will now display all (up to 3).
When a proof is sent out using this workflow template, the reviewer with the inviter permission (in the example above, this is Gemma) can add the additional reviewers to the step and the step conditions will apply.
If you’d like assistance with setting up the perfect workflow, you can book a time with our team.