Workflow/Approval Conditions

Workflow Conditions let Main Admins control when an approval process runs - whether it triggers normally, completes automatically, or gets skipped entirely based on criteria you define.

What Are Workflow Conditions?

Workflow Conditions are optional rules you can attach to any approval or workflow process in the Admin > Workflows area. A condition tells the platform what to check before deciding whether to run the approval, skip it, or complete it automatically.

There are three condition actions available:

Two of the most common scenarios where workflow conditions are useful are Download Approvals on assets and Publish Approvals on database records/forms. Both are covered below.

Download Approval Conditions - Example #1

When to Use This

Users with preview permission are the only ones who access the download request form and go through a download approval process. If your goal is to capture usage data (why they need the asset, what it will be used for) without making them wait for reviewer sign-off, you can set a workflow condition that autocompletes the approval as soon as they submit the form.

This effectively decouples the form (data capture) from the approval gate, so users fill in the required fields and get access to download immediately.

How to Set It Up

1Open Admin Workflows	Navigate to the Admin > Workflows area. Select an existing download approval process, or select Create Approval to set up a new one. Details on how to set up workflows/approvals are covered off here.
2Add a Condition	Scroll to the Workflow Conditions setting and select Add.
3Select the Field	From the field selector, choose Created Time. This is the date the asset was uploaded to the platform. You can also build conditions against other asset metadata fields if needed.
4Set the Operator	Select After as the timeframe operator. Other options available are: On, Before, Before or On, and After or On.
5Set the Date Value	A calendar icon will appear in the Value field. Select a date that falls before you first started using the DAM. This ensures every asset currently in the platform satisfies the condition - effectively making the condition apply universally.
6Set the Condition Action	Select Autocomplete. When a user with preview permission submits the download request form, the approval will automatically complete and they can download the asset immediately - no reviewer needs to act.

Publish Approval Conditions - Example #2

When to Use This

Publish approvals on databases/forms trigger on both initial record creation and any subsequent updates. If you only need approval on the first submission - for example, for scope alignment or budget sign-off on a creative request - but not every time someone edits the record, a workflow condition lets you restrict the approval to that initial state.

This is particularly useful to set up if you use Single databases that heavily leverage Kanban view for work management.

The most common way to do this is to tie the condition to a Status field configured in your database. When the status is Submitted, the approval applies. Once the record is moved/updated to In Progress, Pending Review, or any other status, updates will not trigger the approval again.

How to Set It Up

1Open Admin Workflows	Navigate to the Admin > Workflows area. Select an existing publish approval for databases, or create a new one. Details on how to set up workflows/approvals are covered off here.
2Add a Condition	Go to the Workflow Conditions area and select Add.
3Select the Database	The first field is a dropdown of your existing databases and forms. Select whichever one this condition applies to (for example, Creative Requests).
4Select the Field	A second dropdown will appear showing the fields available in that database. This includes many custom fields you have set up (dropdowns, open text, date fields) plus a set of hard-coded system fields that are always available: Creator / Publisher Created Time Last Updater Last Updated UUID Version Number (if versioning is enabled) For this scenario, select Status.
5Set the Operator and Value	Set the operator to In, then select Submitted (or whichever status represents initial creation in your form) from the list of status values.
6Set the Condition Action	Select Apply. The approval process will only trigger when the record status is in Submitted. Once the record is moved to In Progress, Pending Review, etc, it will not trigger the approval again.

Multiple Conditions and Limitations

Adding Multiple Conditions

You can add more than one condition to a workflow. All conditions use AND logic, meaning every condition must be satisfied before the condition action applies. For example, you could require that an asset was created after 1 January 2024 and has a specific review date assigned before the action triggers.

To add a second condition, select Add again after saving the first, then configure the additional field, operator, and value.

One Condition Action Per Setup