What is Workflows

A workflow is an automated set of rules that controls how product information changes over time. It defines what should happen to product data and when based on specific triggers, conditions, or stages.

For example, a workflow might automatically update a product’s status to “Ready for Export” once all required fields are completed. Or it might route a product for review if a key attribute is changed.

Workflows reduce manual work, enforce consistency, and help ensure product information stays clean and compliant, whether you’re localizing content, enriching data, or preparing exports for different channels.

In platforms like Plytix, workflows let you build logic around your product data, such as who should be notified when something changes, so you can reduce manual work and keep your product content under control.

Examples

Use case

Description

Product launch

A workflow ensures that all attributes, assets, and approvals are completed before a product goes live in your ecommerce store.

Content localization

Create a step-by-step process for translating descriptions, reviewing translated fields, and approving them before publishing to international markets.

Content approval

When a product description or image is updated, the change automatically goes to a designated reviewer or team for approval before it goes live.

Price change alert

Whenever pricing is updated, a workflow triggers notifications to sales and marketing teams to update promotional materials or marketplaces.

New product onboarding

When a new product is added, workflows can assign tasks for adding images, specs, and compliance data to ensure the product is ready for launch.

Good to know

  • Workflows are especially useful for cross-functional teams (like marketing, product, and ecommerce) that need to collaborate and stay aligned.
  • Not all workflows are fully automated; some include manual steps like reviews or sign-offs.
  • Workflows can be triggered by events like data changes, approvals, or time-based schedules, depending on the platform you’re using.
  • Setting up workflows requires careful planning to align with your company’s processes, so start small and iterate.

Know more

Frequently Asked Questions

Are workflows only for product content?
No, while they're commonly used for managing product enrichment, workflows can also be applied to tasks like asset management, data review, or product onboarding.
How is this different from a status field?
A status field is just a label. A workflow, on the other hand, defines a path and tracks movement from one step to the next with rules, responsibilities, and often permissions.
Can I create custom workflow stages?
Yes, most systems let you define your own stages like “Draft,” “In Review,” “Approved,” and “Published” based on your internal processes.
Do workflows notify users when it’s their turn?
Many platforms support notifications or task assignments, so users know when an item reaches their step in the process.
Can I have multiple workflows for different product types?
Absolutely. You might have one workflow for new products and another for retailer-specific updates or seasonal content refreshes.