7 min read

Published 06/30/2021

Workflow Management: What it is And How it Can Help You

By: Robert Crotty

Workflow management helps organizations get work done effectively and efficiently by optimizing, improving, and automating workflows. The best workflow management systems save time, reduce costs and increase productivity.

Four Things You Need to Know about Workflow Management:

 

What is workflow management?

Workflow management is an infrastructure system that allows teams to set up, organize, initiate and complete tasks within businesses’ broader process management. The aim of workflow management software tools is to streamline and automate tasks for teams both large and small. Imagine how your productivity skyrockets when redundant tasks are automated and routine business processes are structured. The net net of it all is increased speed to market with higher quality results.

 

What are the main components of workflow management?

Workflow management is made up of both manual and automated tasks that move assets through a business process. The main components of workflow management are systems that provide automated and curated access to the workflow components such as assets, access controls, review and approval tasks, and distribution. 

Professionals take 18 minutes on average to locate a document manually and spend 50% of their time searching for information. 

 

What are the benefits of effective workflow management?

The best workflow management tools will save your organization time, money and effort by providing quick answers to questions about the status and stage of assets. Ultimately, they make life easier for team members who are part of the broader business process management (BPM).

Make an impactful investment in your business processes by designing efficient workflows

    1. Document your processes
    2. Automate as much of your pipeline as possible.  
    3. Ensure your systems provide accountability: 
      • Be able to monitor where items are in the process 
      • Know who is working on each part of the workflow
      • Know where the assets are in the process.  

 

Improve your workflow

Talk with a 5th Kind Rep

 

How 5th Kind’s CORE Platform Facilitates Better Workflows

5th Kind’s CORE is a Digital Asset Management and Collaboration platform that excels in two areas. First, in the securing, storing, organizing, and tracking of a company’s files. And second, as a workflow collaboration platform.

Secure your workflow process with access roles and rules

CORE provides granular access controls for critical assets based on its ability to leverage metadata as an access control.  

Sorry, what does that mean???

In plain English, this means that files can be secured based on how they are tagged during upload, and what permission sets users have been assigned. For instance, departments that are only allowed to view files from other departments that are marked “Approved” won’t be able to see any marked “Work In Progress.” Once those files go from “Work In Progress” to “Approved”, those departments are automatically granted access. This is a basic example of how CORE operates as a workflow management tool during the upload, categorization, and access control business processes.

Upload and tag assets for increased findability and decreased redundancy

CORE supports numerous tags (metadata) and tag categories for organizing and finding assets. As files are uploaded into the system, users can categorize them by adding organizational, descriptive, and associated tags. They can also automate the upload workflow via drag and drop, bulk uploads from local files, or CSVs, and tag groups of assets that belong together.  

Track ad hoc and real-time contextual review and approvals

Another way that 5th Kind’s CORE provides workflow management is through its review and approval platform. With collaborative workflows that require multiple parties to review and approve files throughout the business process, collaborators need to access the proper file versions, to understand what is required of them, to be able to comment on and/or approve files, and to be able to to easily track the approval process. Additionally, certain statuses should be able to control file access (see our work-in-progress example above).  

Benefits of Effective Workflow Management

 

A Workflow Example: A Typical Video Legal Review

Say your company has professionally shot and edited a video that includes street scenes with various commercial products. Naturally, your company needs the legal team to review the content prior to its release. In this example, the content will be released across social media, and the creators are chomping at the bit to release the content (surprise surprise).

    1. The editorial team will upload their cut to CORE, tag it with the status “For Legal Review”, and then share it with the legal team.  
    2. The legal team then receives an automated email notifying them of the new legal review request.  
    3. The head of legal follows the email link, watches the video and spots a number of risky copyright infringements: a can of Coca-Cola, a cigarette billboard, and a t-shirt with a highly visible and unapproved logo (think the Nike swoosh).
    4. The head of legal uses CORE’s video playback annotation tools to note the issues on the video. She leaves timecode-specific comments about how to address each issue: “blur the soda can’s logo”, “cut the panning shot sooner to avoid seeing the cigarette billboard”, and “blur the shirt logo”.
    5. She then marks the video’s status as “unapproved”.
    6. The PR Team, who really wants to release this content, cannot download the file because the status tag has prevented their user role from accessing it.
    7. The editors receive an automated email informing them that comments are waiting for them. This email links them to the legal team’s comments within CORE, and they get back to work.

Once the editorial team uploads and shares the new version that has addressed all the notes, CORE notifies the legal team, who can review it again and change its status to “Approved”. This then lets the eager PR Team download a clean, non-watermarked file, and publish it at will.

Workflow Management Legal Approval Use Case

 

What’s more, to support such workflow management and collaboration, the platform watermarks every image, video, and document with the user’s name.  Security is one of CORE’s bedrock principles.

CORE’s automated security, review and approval features, and asset workflows save time in the review process. The platform’s tags, statuses, and watermarking prevent unintended downloads or sharing of files, thus saving your organization from costly mistakes.

 

Need help with you workflows?

Contact 5th Kind