Feature availability: Available for all team plans

1. Review workflow: Ideal when you need detailed feedback or revisions on a document before it’s finalized.
   Example: A marketing team drafts a product brochure. The document is sent through the review workflow, enabling team members to suggest changes or updates seamlessly before it’s finalized for release.
   
   
2. Approval workflow: Perfect for securing formal sign-off on documents.
   Example: The HR department prepares a new company policy. Using the approval workflow, the document is shared with the management team for quick and formal approval.
   
   
3. Review and approval workflow: Combines both processes, ensuring thorough feedback and final approval.
   Example: A sales proposal is drafted by the sales team. It first goes through a review cycle to refine details, followed by an approval cycle to get the formal sign-off from the leadership team before sharing it with the client.
   
   

Review

The Review Workflow in Zoho WorkDrive simplifies document reviews, helping you gather feedback efficiently and ensure document quality.

1. Right-click on a file and select Start a workflow > Review. This will open a Start Workflow window.
2. Assign one or more reviewers; this could be your teammates, peers, or professional proofreaders.
3. Add notes or instructions to provide context for the review process.
4. Optionally, set a review deadline to ensure timely completion.
5. Once everything is set, click Start to initiate the workflow.

1. Click the notification to open the file in preview mode.
2. Review the document thoroughly and add suggestions or comments, if necessary.
3. Once the review is complete, click the workflow tag at the top to open the Workflow Activity Pane.
4. As a reviewer, here you can choose from one of the following transitions:
1. Click Suggest changes to add comments specifying required updates.
2. Click Complete review to mark the review as complete if no further changes are needed.

1. Click the notification to open the file in preview mode.
2. Review the comments and make the necessary updates to the document.
3. Once the updates are complete, click the workflow tag at the top to open the Workflow Activity pane.
4. Select the Resubmit for review transition to send the document back for review.
   
   

1. Click the notification to open the file in preview mode.
2. Review the document thoroughly.
3. Click the workflow tag at the top to open the Workflow Activity pane.
1. Complete review: Select this transition if all issues are resolved.
2. Suggest changes: If further updates are needed, add comments specifying the required corrections.
   This cycle repeats until the review process is successfully completed.

Repeat the cycle as needed: If further changes are required, the workflow initiator can address the feedback, make the necessary changes, and resubmit the document. This cycle continues until all approvers mark the document as Review completed, successfully completing the review workflow.

Note: Every assigned reviewer must mark the file as Complete review for the document to exit from the active workflow.

Approval

The Approval Workflow in WorkDrive simplifies the process of obtaining formal sign-off on your documents, ensuring everything is finalized efficiently.

1. Right-click on a file and select Start a workflow > Approval.
2. Assign one or more approvers; this could be your manager, team lead, or decision-makers.
3. Provide any necessary instructions or context to guide the approval process.
4. Optionally, set a due date for approval to keep things on schedule.
5. Once configured, click Start to launch the approval workflow.

1. Click the notification to open the file in preview mode.
2. Review the document thoroughly and add comments, if necessary.
3. Once you're done, click the Workflow tag at the top of the file to open the Workflow Activity pane.
4. Choose one of the following transitions:
1. Complete approval: Mark the document as approved if it meets all requirements.
2. Suggest changes: Add comments specifying reasons for rejection or suggested updates.

1. Click the notification to open the file in preview mode.
2. Review the comments or feedback provided by the approvers.
3. Make the necessary changes to the document.
4. Once the updates are complete, click the Workflow tag at the top to open the Workflow Activity pane.
5. Select Resubmit for approval transition to send the updated document back to the approvers.

1. Open the file and review the updates thoroughly.
2. Click the Workflow tag at the top to open the Workflow Activity pane.
3. Choose one of the following transitions:
1. Complete approval: Select this option if all updates are satisfactory and the document is ready.
2. Suggest changes: Add further comments if additional corrections are needed.

Note: Every assigned approver must mark the document as Complete approval for the workflow to close successfully.

Repeat the cycle as needed: If further rejections occur, the workflow initiator can address the feedback, make the necessary changes, and resubmit the document. This cycle continues until all approvers mark the document as approved, successfully completing the approval workflow.

Review & Approval

The Review & Approval Workflow in Zoho WorkDrive combines both the review and approval stages to simplify document feedback, revisions, and final approvals.

1. Right-click on a file and select Start a workflow > Review & Approval.
2. Assign one or more reviewers followed by approver(s).
3. Provide any necessary instructions or context to guide the review and approval process.
4. Optionally, set a due date for review and approval to keep things on schedule.
5. Once configured, click Start to launch the review and approval workflow.

1. Click the notification to open the file in preview mode.
2. Review the document thoroughly and add suggestions or comments, if necessary.
3. Once the review is complete, click the workflow tag at the top to open the Workflow Activity pane.
4. As a reviewer, here you can choose from one of the following transitions:
1. Click Suggest changes to add comments specifying required updates.
2. Click Complete review to mark the review as complete if no further changes are needed.

1. Click the notification to open the file in preview mode.
2. Review the comments and make the necessary updates to the document.
3. Once the updates are complete, click the workflow tag at the top to open the Workflow Activity pane.
4. Select Resubmit for review transition to send the document back for review.

1. Reopen the document and review the updates.
2. Once the review is complete, click the workflow tag at the top to open the Workflow Activity pane.
3. Choose one of the following transitions:
1. Suggest changes: Provide further feedback if necessary.
2. Complete review: Mark the review as complete if all updates are satisfactory.
4. Once all reviewers mark Complete review, the document will move to the approver(s) for the next stage.

1. Open and review the document thoroughly.
2. Once the review is complete, click the workflow tag at the top to open the Workflow Activity pane.
3. Choose one of the following transitions:
1. Suggest changes: Add comments for further updates.
2. Complete approval: Approve the document if everything meets the requirements.

1. Review the feedback provided by the approvers and update the document accordingly.
2. Once done, click the workflow tag at the top to open the Workflow Activity pane.
3. Click Resubmit for Review transition to send the document back to reviewers.

1. Reviewers will review the updated document and mark the review as complete.
2. The document will then move to the approvers for final review. 
3. If all changes are addressed, click Complete approval to approve the document.
4. If further updates are still required, click Suggest changes; the cycle will repeat until the document is finalized and approved.

Permission Settings for Default Manual Workflows

1. Workflow Starter: The workflow runs using the permissions of the user who initiates it.
   Note: If the starter does not have sufficient permissions, certain actions—such as sharing a file—may fail. For example, a user with only Editor access cannot perform actions that require Admin or Organizer-level permissions.
   
   
2. Workflow Creator: The workflow runs using the permissions of the person who created the workflow—usually an admin—ensuring all actions can be executed without permission-related issues.