Let’s face it: nobody likes extra work. With Creative Force, you can set up automation to create Collections without lifting a finger (well, almost). These automation rules are designed to handle tasks like organizing Collections, configuring them, and sharing them – all without manual effort. Less work, more coffee!
Quick heads-up: The Collections feature is an add-on. If you’re not sure whether you have it, give your CSM (Customer Success Manager) a shout.
Before diving into automation, take a moment to check out these resources:
Setting Up Automation Rules in Two Steps
Step 1: Create your rules
Go to Studio Settings > Collections
Click the Automations tab. Here you can see two separate tabs: Photo Review and Post Review.
Click on Add on each tab to create automation rules for the corresponding Collection type.
You will then see the Automation Rules setup box appears with four sections.
Rule Scope
This decides where and how the rule applies.
Rule name: A handy identifier
Client: Select a client from the drop-down list. Once saved, this can't be changed!
A new collection will be created automatically for each and every product when the rule is matched
Production types: Include multiple production types if needed
Product Conditions: this is an optional setting, you can enable or disable it. But it will come in handy when you want to specify which case the collection can be created.
This works the same as using Conditional Rules.
If you are using V1 engine, click here
If you are using V2 engine, click here
Note:
Each client can have up to 100 automation rules.
Each rule can include up to 20 sections.
Each section can hold up to 20 rules.
2. Collection Settings
Automatically name and describe your Review Collection using tokens. Magic!
Next, you can decide how your Reviewers can interact with the Collections. Follow the details in the Collection’s Experience Settings section of this article.
3. Sharing
Invite collaborators with just a few clicks. Follow the Collection Sharing section of this article for more information.
4. Notifications
Set up email alerts for your reviewers.
Enable immediate email notifications once the Collection is ready. Else, you will need to go into each Collection and click ‘Send Invitations’.
Email Type:
Invitation to Review: the email with a direct link to the Collection will be sent to the invited list and the Collection Owner
Ready for Review: the email with a shared link will be sent to the Collection Owner
Email Subject and Email Body: you can select from the available tokens for Creative Force to automatically take the data and fill the email for you. Or customize your own email content.
Step 2: Setup Workflow
Workflow V1 Settings
There are two collection types, Photo Review and Post Review. You will need to enable those steps accordingly to see the settings for Collections Automation.
Workflow V2 Settings
Same as Workflow V1, the Collection Automation setting is placed on the corresponding steps. Click on Photo Review and Post Review to enable it.
How it works
Once your automation rules and workflows are set:
Creative Force will create pre-set Collections in "awaiting content" status until tasks reach the Review step.
Any tasks that fit the rule will auto-add themselves to the Collection when ready.
On the Content tab of the Collection, you will see an alert message about upcoming tasks. These tasks will be added via automation rule once they reach the Review step.
Tasks that are greyed out mean that they are not ready to be reviewed. If you click on ‘Publish’, the link will be sent out showing only available tasks for your reviewers.
Note:
Tasks matching the rule are locked to that Collection. You will not be able to add them to a different Collection.
You can tweak the automation rules anytime, but changes only apply to future Collections.
Collection Automation Rules are not affected by Applying Style Guide/Workflow updates or resets.