Workflow Overview

Media Workflow Roles, or the role assigned to users in Advvy, is a very important detail. This is because a user’s role determines if that user will be included in campaigns. It also affects different reporting and filtering functionalities in Advvy. Users can be assigned multiple roles.

It’s very important to understand that users will only be available for task assignments if they share a role with the roles included in a campaign’s workflow. For example, if a campaign uses a workflow that only has activities with the “Buyer” role, and a user on that team only has a Planner role, you will not be able to assign that user to tasks in that campaign.

Other functionalities that take a user’s role into account include:  

• Role Locked: If an activity is role locked, only users with that role can complete the task. More information on Role Locked HERE.
• Allocate Workflow: Assign Tasks: This functionality auto-assigns users to tasks in a campaign based on their media type specialty and role. Allocate workflow functionalities help guide.

To add a new Media Workflow Role in Advvy, follow these steps:

1. Go to the Agency Settings
2. In the Workflow section, click on Media Workflow Roles. (The title may be cut off, so only “Media Workflow…” may only be visible)
3. When you are in the Media Workflow Roles section, click +New
4. Here you can name your Media Workflow
5. Once you name your Media WorkflowRole, be sure that Workflow Role Type is set to Workflow.
6. When finished, click Save and Close.

After creating a new Media Workflow Role, and that role has been added to a workflow, you can click into the Media Workflow Role record to see a list of Assigned Users that have been assigned to activities with that role. If needed, you can Add Existing Users via the Add Existing User button to add more users to this specific role.

How to add a new Media Workflow Role to a user record

1. Go to the Agency Settings
2. Scroll to the Security
3. Select
4. Search for the user you want to manage
5. Single click their name.
6. Go to the Agency Assignments
7. In the Media Workflow Rolesbox select the three vertical dots.
8. Select Add Existing Media Workflow Role.
9. The Lookup Record box will appear, within this box, you can look for a Media Workflow Role record that has already been created.
10. Select the role
11. Click  Save.

If the role you’re looking for has not already been created, please follow the steps above to create one.