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Workflows

Workflows allow you to automate approvals and metadata updates based on defined triggers and conditions. With workflows, admins can standardize review processes, reduce manual steps, and ensure consistent metadata across files and workspaces.

Updated over a month ago

Workflows are created at the account level and enabled on a workspace-by-workspace basis.

Accessing Workflows

To access workflows:

  1. Navigate to Admin Settings

  2. Select Workflows from the left-hand menu

From this page, you can:

  • View all existing workflows

  • See when workflows were created

  • Identify what triggers each workflow

  • Create new workflows

Creating a New Workflow

  1. Click New Workflow

  2. You will be taken into the workflow editor, which has two sections:

    • Builder

    • Details

Builder Overview

The Builder is where you define the logic of your workflow.

Every workflow consists of:

  1. A Trigger

  2. One or more Actions and/or Conditions

Step 1: Select a Trigger

Triggers define when the workflow runs.

Available Triggers

  • On Click – Manually run the workflow on selected files

  • On File Upload – Automatically run the workflow when files are uploaded

Step 2: Add an Action or Condition

After defining your trigger, click the + icon to add the next step.

You can choose between:

  • Action

  • Condition

Action Workflows

Actions perform a task when the workflow is triggered.

Available Actions

  • Create Approval

  • Update Metadata

Create Approval

The Create Approval action allows you to build structured, multi-stage approvals similar to ECO or BOM approvals.

Configure an Approval

  1. Select + Create Approval

  2. Click + Add Group to define an approval stage

  3. Choose an existing stage or enter a custom stage name (review how to add a custom stage here under approval settings)

  4. Search and add users to the approval group

You can add multiple groups to create sequential approval stages.

Release Behavior

  • Release when all Approved
    Automatically releases the approval after all stages are approved

  • If unchecked, the approval must be released manually

Approval Outcomes

At the bottom of the approval setup, define what happens when the approval is:

  • Approved

  • Rejected

From here, you can:

  • Route a rejection to another approval

  • Trigger metadata updates after approval

  • Continue building additional workflow logic

Update Metadata

The Update Metadata action allows you to automatically apply metadata values to files when a workflow is triggered.

This can be used to standardize attributes, reduce manual edits, and ensure consistency across files and workspaces.

Configure Update Metadata

To configure a metadata update action:

  1. Select Update Metadata

  2. Click + Add Field

  3. Select the metadata field you would like to update when the workflow runs

  4. Define the value that should be applied to the selected field

You can repeat these steps to update multiple metadata fields within a single workflow.

Metadata Capabilities

  • Update one or multiple metadata fields at once

  • Apply changes to multiple files simultaneously

  • Automatically standardize metadata values

Example Use Cases

  • Automatically set Color, Material, or Tooling Type

  • Update metadata after an approval is completed

  • Apply consistent attributes across an entire workspace

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