Overview
Workflows provide a structured way to move products through your lifecycle stages. Instead of manually changing product statuses, you define a guided pipeline that your team follows — from an initial stage (e.g., “Draft”) to a target stage (e.g., “Published”).Workflows depend on lifecycle stages. You need at least two lifecycle stages configured before you can create a workflow. Set up lifecycle stages first in the Product Lifecycle settings.
Enabling Workflows
Toggle the Enable Workflows switch to activate the feature for your project. When disabled, all configured workflows are preserved but inactive.Creating a Workflow
Click Create Your First Workflow
If no workflows exist yet, click the Create Your First Workflow button. If workflows already exist, click Add Workflow in the top right.
Name and Describe Your Workflow
Give your workflow a clear name (e.g., “Product Launch Pipeline”) and an optional description explaining its purpose.
Choose a Color and Icon
Select a color and icon to visually distinguish this workflow from others. Colors and icons appear on workflow cards in the list view.
Define Start and End Stages
Select the From Stage (where products begin) and the To Stage (where products should end up). WISEPIM automatically identifies all intermediate stages between these two.
Workflow Editor
When you click on a workflow to edit it, the full editor opens with three sections.Basic Information
- Workflow Name — A descriptive name visible to your team.
- Description — An optional explanation of the workflow’s purpose.
- Color — Choose from the available color palette.
- Icon — Select an icon from the icon picker.
Lifecycle Stages
Select the starting and ending lifecycle stages. WISEPIM calculates the full path between them automatically. For example, if your stages are “Draft > Review > Approved > Published” and you select from “Draft” to “Published”, all four stages are included in the workflow.Per-Stage Configuration
For each stage in the workflow path, you can configure two things:Visible Columns
Click the columns icon to open the column selection modal. Choose which product fields are visible when a team member is working on products in that stage. This lets you focus attention on what matters at each step. For example:- Draft stage — Show name, SKU, description, brand, and category.
- Review stage — Show name, quality score, completion score, and images.
- Published stage — Show name, price, stock status, and channel readiness.
Stage Filters
Click the filter icon to define conditions that determine which products appear in each stage view. Each filter condition includes:| Component | Description |
|---|---|
| Field | The product field to evaluate (e.g., Name, Price, Quality Score, Has Main Image). |
| Operator | The comparison logic: equals, contains, is empty, has value, greater than, less than, is true, is false. |
| Value | The comparison value (not needed for operators like “is empty” or “is true”). |
Managing Workflows
Editing
Click on any workflow card in the list to open it in the editor.Deleting
In the editor, click Delete workflow in the top right. This removes the workflow configuration entirely.Adding More Workflows
You can create multiple workflows for different purposes. For example:- Product Launch Pipeline — Draft to Published, with quality checks at each stage.
- Seasonal Refresh — Review to Updated, for refreshing existing product content.
- New Supplier Onboarding — Import to Active, for processing new supplier catalogs.
Saving Changes
When you modify any workflow setting, a save bar appears at the bottom:- Save — Persists all workflow changes to the project.
- Undo — Reverts all changes to the last saved state.