Once the workflow is set and users are using it in the work items, each user who is a part of a workflow can contribute to the specific work item. Once this user is done with assigned work, it is possible to move the work item forward or backward. Item is moved forward usually to continue in the proposed workflow. Item is moved backward usually to step back and finish or fix something from the previous step that has not been properly done. 

If the user is done with assigned work it is possible to assign the work item to another user. The user will select from the Assignee element and can assign to anyone under the same company (if the central hierarchy is used) or under the same unit (if the local hierarchy on the Unit manager is used).

Users can update and reassign their work items to other users if the workflow requires it

Users can set a certain change in the application to trigger a specific action. This trigger setting is a part of the form builder, so for each form layout, there can be set different trigger types. 

Each trigger is set just from elements used in a specific form. On elements can be set that the action will be triggered if the value is higher, smaller, or equal to a specific value from an element. If the Number element is used, then the numeric value is used (e.g. Invoice value is higher than 1000). If the Select element is used, then a category value is used (e.g. Status is equal to Approved). 

Once the triggers are set then two change types can be set - Interface changes and Data changes. These changes are triggered once the conditions in triggers are met.

Interface changes can affect what is displayed in the layout - which sections or elements will be hidden or shown. 

Data changes will affect the data which can be automatically adjusted according to settings - what value in which element will be automatically selected.

Trigger rules can be created and connected with specific application actions

Inriver, a leading PIM provider, is used by a wide range of our customers.

Papirfly has a long history working together with Inriver to leverage the benefits of our solutions to our customers. During 2023 we aim to rewrite our integration from the ground up to enabling true bi-directional data transfer. Populating product data within Manage & Share from Inriver and when needed write back changes. Also we aim to provide Inriver with dynamic links to product related assets to enrich the product information. This, in turn, opens up for a more streamlined workflow when integrating PIM to different e-com solutions or general CMS.

InRiver integration

EXIF Data and Metadata can be sent to approval loops by their Initiators in the same way as asset visuals. Both EXIF Data and Metadata Reviewers can add comments or annotations to get published only the final approved versions.

In the case of multi-stage reviews, in each stage can be set what exactly will be approved - whether EXIF Data, Metadata, Visuals, or their combination.

EXIF Data and Metadata are part of email notifications as well as PDF exports.

EXIF Data & Metadata approvals

I want to have a simple to use editor to make changes to the creatives I'm working on from existing templates

So that I am remaining on brand and using the company created and approved brand aligned collateral 

Goal: Users are able to edit templates and creatives in a really simple manner while still aligning to brand guidelines and brand rules.

Creatives are displayed in an easy to use and visible dashboard

As a user of the Educate & Control product, 

I want to be able to view my creative's status and request approval on the creative directly from my dashboard

So I don't have to go into each individual creative to request approval

Goal: Users can easily submit creatives for approval directly from their dashboard and review the status of the creative.

Users are able to request approval on documents from various stakeholders

I want to be able to make a group of documents from multiple templates

So that everyone is receiving the same message spread across many channels

Goal: Allows for fast switching between documents, directly from the editor, without the need to go back to the Brand Hub


Share content between documents in Group

As a user of a product in Create & Activate, I want thorough reporting so that I am able to track key events and activities of users interacting with the product to inform business decisions and to optimise the performance of our company.

Goal: A complete set of reporting that is easily integrated into a BI tool with high quality and GDPR compliant data

Create & Activate report features

As a user of the Create & Activate product

I want my product to look and feel exactly like other products I use within Papirfly

So that I am able to access and use the entire Papirfly product suite in the same way across the platform

Goal: Users are able to easily navigate across the Papirfly platform through easy to use and accessible features and user experience.

Create & Activate product uses the unified UI/UX

I want to easily access any templates from my Educate & Control product

So that I am able to build beautiful content using templates that have been set-up for me to use
Users will be able to:

Goal: Users can access any template available to them, edit it, and save it to be used within the company's brand and marketing process

Users are able to make a new creative starting from a template using Create & Activate product

As a user of a product in Plan & Collaborate, I want thorough reporting so that I am able to track key events and activities of users interacting with the product to inform business decisions and to optimise the performance of our company.

Plan & Collaborate report features

As a user of the Measure & Optimise product

Measure & Optimise product uses the unified UI/UX

I want to be able to request "on brand" generated pictures from an AI

So that I can use already generated "on brand" copy and do not have to request it from a designer or Marketing team member

AI generated pictures

I want to export designs I've previously created in Indesign and Figma

So that I can use my designs in the editor and don't have to recreate them from scratch

Goal: Makes designing simple designs more streamlined and ensures that users can use their existing design software output within the Editor.

A lot of our customers are using InDesign and would like to easily access images from our DAM in InDesign. This will make the workflow easier, so instead of downloading from Papirfly and uploading to InDesign they can access the DAM from InDesign. This also incorporate Papirfly within the tech environment.

Users are able to use designs from InDesign/Figma

Manage & Share product uses the unified UI/UX

I want to easily and quickly send any creatives my team or I have created to a vendor

So that any vendors I use have the exact brand aligned creative to produce the output I need

Goal: Users are able to own, manage, and keep track of all creatives sent to vendors in an easy to use dashboard

Easy to use workflow to send creatives to vendor

As a user of the Educate & Control product

Educate & Control product uses the unified UI/UX

I want to manage digital assets and the GDPR consent approval needed to use people's information and data

So that I am not using people's information and data without their consent as required to remain in compliance with GDPR

Goal: Ensure that the company remains GDPR compliant and is only using assets that are also compliant with GDPR

Users are able to manage GDPR consent

I want to be able to translate a single document into many languages

So that I can share material and documents with my customers who speak many languages

Goal: Let user merge/update elements from parent conditionally, handle larger differences between languages than just translation (images, placements, etc)

Users are able to produce material in multiple languages

I want to get videos translated with the correct language subtitles

So that my videos have subtitles that are properly translated and easy to use for customers who have accessibility needs

Goal: Ensure that all content, including videos, are translated to the target audience and cater to audience members who have accessibility needs

Allow users to translate text within templates

I'd like to browse Papirfly's DAM for content to use in my collateral, directly from the editor

So that I don't have too many windows or activities I need to focus on at once.

Goal: To ensure users are able to make changes to their content in an easy and simple to use interface without having to focus on too many activities at once.


Integrate Editor with Papirfly's DAM

If the reviewer's pool is set in a single or multi-stage review process, then once the new creative or asset is created under a specific product, all reviewers will get an email notification. Then if the creative or asset starts with any new stage within the process, reviewers from the current stage will get another email notification to be informed, that the creative or asset is ready for their review.

Reviewers can be notified if some creative or asset is assigned to them for a review

If the reviewer with correct user rights will open a creative or asset detail, this reviewer can comment or annotate all assigned materials. 

Comments are applied to the whole reviewed material while annotations can be connected to a specific part of the material. Both initiators and reviewers can see all created comments and annotations to be able to complete the material in the most efficient way. Once a new comment or annotation is created on a material, its initiator is notified by email. 

Reviewers can annotate and comment creatives and assets

Users can be part of different approval projects. Each project can represent a different company brand, marketing campaign, or a different department. Projects can also include folders to provide even more detailed work groups in which users can collaborate.

Each project or folder can be set differently to meet the exact customer's needs. Projects can be focused on DAM asset approvals or on template creatives approvals. Projects can have single or multi-stage reviews. Once multi-stage reviews are used, each of the stages can have its own reviewer pool.

Multiple approval projects can be created under one company

Under one project or one folder, multiple assets or creatives can be grouped together. Materials can be marked by labels which will divide them into groups. Reviewers can filter by these groups to see only materials connected to some campaign or topic. Reviewers then can perform mass approvals of all filtered material.

Creatives and assets can be labeled

Different reviewers can be added to approval loops. If the multi-stage review is used, multiple stages can be created. A different group of reviewers has to be assigned for each stage. The approval loop then goes from one stage to another. Once the first stage is completely approved, the reviewers from the second stage are notified and are ready to review all assets or creatives.

Reviewers can be added to stages and then approve in multi-stage reviews

With item forms, users can create layouts for different work items. In forms can be set, which sections and elements will be displayed in the work item. Users can also set these sections and elements to meet the exact needs of their projects and campaigns. Usually, only users with higher access rights can create new forms to provide regular users with a base for their activities.

Form layouts can be created for different project types

Various range of elements and widgets is possible to use in form layouts. Users can select from default elements or can use already saved elements with specific settings. Saved elements are shared within the whole company so it is possible to use them in different form layouts. 

Elements can be specifically set with default values, help texts, and other unique fields. 

Widgets are always connected with some service that is already created in the application for a specific purpose, e.g. comments section, history log, sub-item table, etc.

Form layouts can be customized with elements and widgets

For each form, it is possible to set how users will then display the item detail in the application. Users can set on form layout level whether the item will be displayed as a right-side panel, modal window, or in a full-screen display. It is possible to use all three view types and then let users select from the most suitable.

Different view types can be set to adapt form layouts to project needs

According to the pre-created form layout, it is possible to create work items. Each item can fulfill a different role. Items can be used as campaigns, activities, events, or as any other different type.

Work items contain exactly the same elements and widgets which were set in the form layout. According to user role mapping, different users can work with items and use elements and widgets differently. Some users can edit displayed fields, some can just view them and some may not see these fields at all. 

If the user can edit fields, then it is possible to work with all used elements, select from dropdown or checkboxes, write into text areas, select assets from DAM, etc.

Items can be shared with specific users or user roles which then can open the item directly in its detail. 

Work items with specific layouts can be created from form layouts

If the company uses a central hierarchy, all work items are then displayed within this structure. In this case, the hierarchy is set in the form layout builder, where the central hierarchy and connection between different levels are set. Each item form layout then represents one of the hierarchy levels.

If the new item is then created from the form layout, it is possible to list it just under parent levels that are enabled on the form level. Users can select from different parents if it is enabled in the form layout settings. 

Work items can be listed and displayed in central hierarchy

Both timeline view and list view provide search engine. Users can use the search bar to display only work items that are relevant to the searched text. Also, filters can be used to display only work items that are relevant to filtered information.

Filters can be set in the form layout builder. For specific types of elements, it can be set, that these elements will be displayed in filters. Users then can filter by values used in these elements to adjust displayed work items that are relevant to those filtered values. 

Users can filter to see only relevant work items according to specific rules

If the company uses a local hierarchy to control its national or regional performance, all items are listed within this local hierarchy.

Local hierarchy rules are set in an external tool that is connected with the Plan. The plan is using pre-defined company local hierarchy which is then displayed in the application. 

According to local hierarchy rules, users or user groups can see only these items that are listed under the parent which these users or user groups have got enabled within their local hierarchy. 

Work items can be listed and displayed in local hierarchy

All created work items can be displayed in two basic view types: Timeline view and List view. 

The timeline view offers an overview of all ongoing items with a focus on display over time. Users can scroll in the timeline horizontally and vertically to control all available work items. Users can zoom in/out in the timeline or can use predefined zoom types. Each created work item is listed in the hierarchy panel and for each of those items, the timeline item is visible in the timeline. The timeline item contains basic work item information and its look and feel can be adjusted in the item form layout builder.

A list item is focused on a more clear and more straightforward overview of all ongoing items. The list view contains a table where each row represents a single work item and columns are used for displaying different item-related information - status, assignee, deadline, etc. In the application settings, it is possible to set, which columns will be displayed in the list view. 

Work items can be displayed in different views

If users work with the timeline view, they can set a display range. With a display range, they will set a specific time frame. Then only work items that are included in this time frame are displayed in the hierarchy side panel and in the timeline.

Display range can be set as a specific from and to date. Or users can select from predefined ranges - this month, last month, this year, last year, etc. Once the display range is selected, all work items are reloaded and the timeline is refreshed.

If the display range is selected, users can scroll horizontally only within this display range, they can't exceed the limits of this range. 

If the process requires it, some users or user roles can use only specific display ranges or can't change the display range at all.

Display ranges can be used to see only relevant work items in a given time frame

In order to create a complex automations trigger chains can be created. This means that multiple sub-triggers can be set under one main trigger rule. These sub-triggers then can have a OR or AND relationship between them. Only when those relationships are met the interface or data changes are triggered.

Trigger chains can be created and used to automate multiple connected actions

Triggers can be connected with notifications. For each trigger can be set that when the trigger rules are met, it will automatically create a notification. 

In this case, the notification module is opened. Here triggers are already pre-defined from the previous step and the user just has to finish the regular notification settings - select notification type, sending method, recipients, etc.

Once this notification is saved, it is a part of the notification module where the connection with the specific trigger is visible.

Notifications can be sent or displayed only if a specific action is triggered

Unlike one-time notifications which are triggered by a specific action in the application, users can set also bulk notifications.

These notifications can be sent periodically at a certain daily/weekly/monthly time. Once this type of notification is sent it will contain a list of all actions which happened in the application for the specific user or user role. Types of those actions which will be listed in the bulk notification are possible to set in the notification module.

Bulk notifications can include all activities carried out over a certain period of time

When uploading a picture, an AI would analyze it if there is a human visible. The AI could also recognise the person.

List of existing "humans" could consist of consent givers and/or users

Facial recognition when using human visuals

When uploading a video file, the audio layer should be extracted and sent to AWS for automatic speech-to-text.

Speech to text when editing videos

In order to let the Papirfly's Create & Activate editor product insert assets and create all types of outputs, the DAM Manage & Share API should be refactored.

Goal: Users are able to work seamlessly between Papirfly's various products to create the appropriate branded assets and output using those assets in a brand-aligned way

Create new connection to allow users to insert assets and use them within Create & Activate product

When uploading pictures that contain GPD coordinates in the EXIF information, the DAM should auto-read this and show the location on the map. 

Allow users to associate pictures with its geolocation metadata

As a power user of the Create & Activate product

I'd like to quickly make new templates and variations of existing templates

So they are immediately available to my team and anyone else in my organisation with access. 

Goal: Allow users to keep a great balance between brand consistency and freedom of expression

Users can easily set-up templates for the team use

I'd like to quickly make production ready videos

So that I can ensure timely marketing and branding output that is 100% on brand

Goal: When all is done, the user has generated a production ready video file for use anywhere on the internet.

Users can create beautiful videos quickly and on brand

I want to be able to request "on brand" generated copy from an AI

So that I can use already generated "on brand" copy and do not have to request it from a copywriter or Marketing team member

AI generated text

So that I am able to control what my PDFs look like and ensure they are on brand

Goal: Users are able to create on-brand PDFs in the format, structure, and style they want, and distribute them widely

Create PDFs with text flow across pages, on brand, in record time

I want to create content for my many SoMe channels

So that my SoMe output is on-brand and delivers the right message

Goal: Users are able to share on-brand assets in the format they require and share it widely so that all messaging is on brand

Create SoMe assets in minutes, on brand, and in exactly the right format

I'd like to create beautiful emails that look good across all major email readers 

Without manually handling the technical difficulties

Goal: Ensure that when users are creating emails, they look exactly as designed when end users receive the emails, they're on brand, and easily readable and usable.

Create responsive HTML emails on brand with zero technical hassle

As a user of a product in Manage & Share, I want thorough reporting so that I am able to track key events and activities of users interacting with the product to inform business decisions and to optimise the performance of our company.

Manage & Share report features

I want to be able to send assets to a local printer of my choosing through the Ciloo integration

So that I can get any assets I need printed at a location where the asset is required

Goal: Ciloo integration enables our customers to select and print assets at local printers around the world directly from within Papirfly.

Ciloo integration

All usage of an asset should be stored for reporting purposes. 

Asset usage log

As a user of the Papirfly Educate & Control product

I want to be able to get content from my Celum DAM

So that I can use any assets added to the DAM for my marketing and branding work

Goal: Integrating Celum DAM as a content provider into Papirfly enables our customers to use Celum assets within Papirfly Educate & Control area.

Celum integration

Papirfly customers want to streamline their usage of Optimizely CMS. Enabling end users to find and place assets from our DAM solutions into their CMS.

Enabling our customers to seamlessly pull assets from Papirfly into their preferred CMS, Optimizely, reduces the complexity in their daily work. It will minimize risk of using wrong or outdated assets on their homepage. 

By building a Optimizely plugin we ensure that we're meeting our customers' needs and ensuring they can work with the software they need to do their jobs well.

Optimizely plugin

As a user of a product in Educate & Control, I want thorough reporting so that I am able to track key events and activities of users interacting with the product to inform business decisions and to optimise the performance of our company.

Educate & Control report features

Our 'Epics' are the clusters of tasks that turn R&D in to reality. Here you can see - sorted by 'Now', 'Next', and 'Later' - what our roadmap includes, how everything is linked together, and why we've made the Product decisions that we have committed to. You can also get involved by submitting your own ideas, feedback, and thoughts. All of our products are organised by Solution Area, of which we have five: Educate & Control, Manage & Share, Create & Activate, Plan & Collaborate, and Measure & Optimise.