Overview  

1. Review Workflow – Collect peer feedback.
   
2. Approval Workflow – Obtain formal sign-off.
   
3. Review + Approval Workflow – Multi-step process combining both.
   

Prerequisites  

1. Your documents are stored in Zoho WorkDrive (Workflows apply only to WorkDrive-hosted files).
   
2. The Workflow feature is enabled by your admin under: Profile > Admin Panel > Configuration > Workflow Settings
3. You have appropriate permissions:
   
1. Document owners can assign workflows.
   
2. Only assigned reviewers/approvers can act on them.
   
4. Maximum of 10 reviewers or approvers can be added.
   

Steps  

Step 1: Assign a Workflow  

1. Open the document in WorkDrive or in Zoho Writer
   
2. In Editor Top band → Assign Workflow 
   
3. Choose the workflow type (Review, Approval, or Review + Approval).
   
   
   
   
   
   
4. Select whether to trigger it manually or automatically.
   
5. (Optional) Define post-workflow automation actions using Deluge.
   

Step 2: Start the Workflow  

1. Once assigned, click Start Workflow.
   
   
   
   
   
   
2. Add the required reviewers or approvers.
   
3. (Optional) Set due dates so Writer can send reminders.
   

Step 3: During the Workflow  

1. Review stage: Reviewers edit and suggest changes; owners have restricted access.
   
2. Approval stage: Approvers can accept or reject.
   
3. Workflow moves forward only when all assigned users complete their task.
   

Step 4: Tracking Progress  

1. The current workflow state appears near the document title.
   
   
   
   
   
   
2. Click on the state label to open the workflow summary dropdown.
   
3. Click View blueprint & history to open a popup with a detailed workflow summary.
   
4. Use the View all workflows dropdown over the top-right corner to view the list of past workflows that ran over the document.
   
   
   
   
   
   
5. Check the Dashboard:
   
1. Assigned to me – documents awaiting your action.
   
2. Initiated by me – workflows you started.
   

Step 5: Completion  

1. When finished, the document owner regains full access.
   
2. Owner receives an email notification with the final document link.
   

Troubleshooting Tips  

FAQ  

1. How many reviewers/approvers can I add?
   Up to 10 per workflow.
   
   
2. Can workflows be automated?
   Yes, they can start automatically (on document readiness) or run on a schedule.
   
   
3. What happens to document permissions during a workflow?
   In review: only reviewers can edit.
   Others (including owners) get restricted access until the review is complete.
   
   
4. Can I track past workflows?
   Yes. Use View All Workflows in the document to review history.
   
   
5. What happens when a workflow is aborted?
   The process stops immediately, and the document returns to its regular state.
   
   
6. Can I abort an assigned workflow?
   Yes, anyone with editing rights can abort it. Click on the Workflow state button, in the Workflow status popup, one can abort the workflow.