Who can start a workflow?

A workflow is started when content moves from the initial preparation (Draft) stage into active management and tracking. In ButtonShift, both the Creator and the Approver have the ability to initiate this process, using different methods that depend on who uploads the initial content or sets up the board.

1. The Creator’s Role (Formal Submission)

The Creator is the only role that performs the standard, formal submission of content that they have prepared within the platform.

• When: When content that the Creator has been working on is ready and sits in the Draft stage.
• Action: The Creator uses the “Submit File,” or “Submit Board” button to formally send the content to the designated Approver(s). This action sets the content’s status to In Review.
• Responsibility: By initiating the workflow, the Creator confirms the file or board is finalized and ready for official feedback.

2. The Approver’s Role (Direct Control & Invitation)

An Approver can initiate a workflow when they receive files from an external source or set up a collaborative structure first.

A. Starting a Workflow with a Standalone File

If the Approver receives files (e.g., via email or an external drive) that are ready to be managed in ButtonShift:

• Upload & Action: When the Approver uploads the file, a pop-up appears with two options:
  • Send for Review
  • Add Feedback.
• Becoming the Approver: If they click Add Feedback, they automatically assume the Approver role for that file. They can then add feedback and request a revision by clicking Revise File.
• Initiating Revision: The Request Revision pop-up opens, allowing the Approver to type the Creator’s email ID, or select them from the dropdown, set a deadline (optional), and type an optional message before clicking Send. This starts the formal revision cycle.

B. Starting a Workflow by Creating a Board

When creating a new Board, the Approver can set the structure before any content is submitted:

• Board Setup: After naming the Board and setting a deadline (optional), the Approver must choose between: a) I’m creating Content or b) Invite to Create.
• Becoming the Approver: By selecting Invite to Create, the user becomes the Approver for the Board. They can then add files onto the Board, add feedback, and request revision by clicking Revise Board.
• Initiating Revision: The Request Revision pop-up opens, allowing the Approver to invite the Creator(s) and start the workflow.

3. Why Other Roles Cannot Start a Workflow

Roles such as Reviewer, Collaborator, and Viewer lack the necessary control permissions to move content out of the initial stage. They cannot use the Submit buttons or the Approve/Revise options, meaning they cannot initiate the workflow.

In summary, to start a workflow, you must be assigned the Creator role (for formal submission) or the Approver role (for direct status setting and inviting Creators) on that specific file or board.