- Each account (such as Cat Collars R Us) in Rivuu has a workflow assigned to it. The workflow dictates the path that a post – for Facebook, Twitter or Instagram – will take, from creation, through all of its various approval (and rejection) steps, and over to final scheduling.
- We’ve pre-loaded Rivuu with three default workflows which should answer the needs of most accounts. We do encourage you, however, to go ahead and customise workflows as necessary, or to create your own from scratch if required.
- Workflows are assigned individually per account, and modifications to a workflow will apply to the current selected account only. Rivuu also allows the user to create and customise global workflows , that become available across all of the accounts in a Rivuu plan.
TYPES OF STEPS IN A WORKFLOW
- A workflow always begins with the Create Content step, and always ends with Scheduled Content.
- In between these, the user may insert three types of steps, in any amount and combination as required, in order to create a customised approval process. These three steps are:
- Create Graphic: for adding content (images, videos and text) to a post.
- Review Content: to allow a user – for example a manager, the client, a legal approver – to assess a post and decide whether to accept or reject it.
- Rejected Content: Used to send rejected posts to the required user/s, such as the original creator, for modification.
- Please note that each of these steps has a separate subject guide in the Rivuu Help Centre.
- The logic of combining these three steps may be illustrated by looking at one of the default workflows in Rivuu; In-House with Graphic Designer, consisting of five steps, is a good and simple example. In this workflow the names of the steps are the same as the names of the step types, although note that each step below (except for the first and last) could be renamed however the user chooses:
- Create Content (always the first step in a workflow)
- Create Graphic
- Review Content
- Rejected Content
- Scheduled Content (always the last step in a workflow)
- A hypothetical application for this approvals process might run as follows:
- Create Content: An account manager creates a new post, writing the text caption for it and adding design instructions. The post is then sent to the graphic designer.
- Create Graphic: The graphic designer reads the design instructions, creates and adds an image as required, and sends the post back to the account manager.
- Review Content: The account manager reviews the post, but there's an issue with the graphic that was added. He or she decides to reject the post in its current state, sending it on to the next step...
- Rejected Content: The rejected post now appears as rejected content. The graphic designer (or the account manager themselves, or any other user connected to this step) may modify the post, send it back for review, or schedule it for posting.
- Scheduled Content: This is the master calendar for scheduling in Rivuu, displaying one month to a screen. Posts that have completed the approval process and are scheduled are shown in solid colours, while posts still in transition are in faded colours. Facebook posts are dark blue, Twitter light blue, and Instagram a light brown.
THE APPROVAL PROCESS SCREEN
- The approval process for the current selected account is managed in the Approval Process tab, accessed via the Manage Account button in the sidebar.
- The Approval Process tab displays the assigned workflow for the current selected account.
- To assign a new workflow to the account, click on the ASSIGN NEW WORKFLOW button in the top left-hand corner of the tab screen. The options displayed for you to choose from are the global workflows (see below), as well as Blank workflow + , used to build a new workflow from scratch (covered under GLOBAL WORKFLOWS below).
- After selecting a new workflow, a pop-up will appear warning that assigning a new workflow to the account will send all existing content to “Scheduling Errors”, and that all user permissions will be reset . Existing content refers to posts still in transition (that is, still being moved along the workflow) – complete and scheduled post will not be deleted when a new workflow is assigned. Click SUBMIT to accept and assign the new workflow.
- Returning to the Approval Process tab, the steps for the newly assigned workflow are now displayed. Hover the cursor over a step to reveal icons that are used to set options for that step, as follows:
- The up-and-down arrow icon is used to change the order of steps. Click on the icon and drag the step to the desired position in the workflow.
- The trash can icon is used to delete the step.
- The pen icon opens a pop-up section that allows the user to change the step name, type, and icon (there are five icons to choose from).
- When you hover the cursor over a step, the add user icon (head-and-shoulders with a +plus sign) will appear at the right-hand edge of the screen. This icon opens a pop-up section that is used to set user permissions (see below).
- Finally, below the step name is an Edit Transitions link , that opens the transitions box just under the name (see below).
- The Approvals Process tab also contains the + NEW STEP button , which is used to add, via a pop-up section, an additional step to the assigned workflow.
- Clicking on the add user icon (head-and-shoulders with a +plus sign), located at the right-hand edge of the screen, for a step opens a pop-up section that allows you to give users access to that step. This is important for subsequently setting up correct workflow transitions, as discussed below.
- When adding users, you can choose from individual users and also from groups, that are pre-defined through the Global Groups option in the global settings dropdown menu.
- Steps in a workflow are connected by user-definable transitions; each transition links a preceding step with a subsequent one. When working on posts, each transition is available to the user (who has the correct permissions) as a button in the preceding step. Examples of transition titles and their corresponding buttons may include approve, reject, send to graphic design, schedule, and so forth. Clicking on that button will send the post onwards to the subsequent step, as defined by the transition.
- When you hover over a step in the Approval Process tab, a grey Edit Transitions link will appear beneath it. Clicking this link will display a section that allows full customisation of the transitions for that step.
- Each transition has a title, a target (subsequent) step that it sends the post onwards to (choose from the dropdown list in the Send To column), and users (and/or groups) who have permission for that transition.
- As explained above, users and groups may be added to a step as a whole, or to individual transitions within each step. Add users to a step by clicking on the add user icon (head-and-shoulders with a +plus sign) that appears at the right-hand edge of the screen when you hover over a particular step. Similarly add users or groups to individual transitions within a step.
- Global workflows will be displayed for selection when you click on ASSIGN NEW WORKFLOW from the Approval Process tab.
- Global workflows are created and edited through the Manage Global Workflows screen, accessed from the global settings dropdown menu , via the username/avatar button at the top right-hand side of the Rivuu screen.
- On the Manage Global Workflows screen you can select one of the three Rivuu default workflows, or alternately create your own workflow from scratch by clicking on the Add new global workflow + icon.
- The three default workflows are titled:
- In-House No Graphic Designer (4 Steps)
- In-House With Graphic Designer (5 Steps)
- Agency Workflow (7 Steps)
- Note that new global workflows that you add may be deleted by clicking on the trash can icon at their top right-hand corner and then confirming deletion. The three Rivuu default workflows, however, cannot be deleted.