A Gallery Sales Workflow can release a school gallery and run the communications and promotions connected to it. Set up and test the gallery first; activating the workflow should be the final release action, not the start of quality checking.
Before activating the workflow
Confirm that:
• Student collections and credentials have been checked.
• The Login Portal works.
• Standard Images, Class Photos and School Photos are classified correctly.
• The price list, packages, downloads and crops have been tested.
• Bulk shipment details and the cut-off date are correct.
• The school has approved the release date and family instructions.
• A representative order has been completed.
Select the workflow
Open the gallery settings and choose the appropriate Workflow. School galleries show workflows created for that gallery type.
Review every automation before attaching it. Check the message, audience, timing, subject, links, promotion details and any custom date. Do not rely on a template without adapting it to the current school and ordering period.
If you will email families directly, complete the caregiver-contact import and test the email button before activation. See how to import caregiver contacts and prepare family emails.
Activate the workflow
Once the workflow is selected, use Activate Workflow in the gallery. Workspace records the Workflow Release (Activation) Date and starts eligible workflow actions relative to that release.
If no workflow is selected, Workspace will ask you to select one before publishing through this action.
Understand what activation does
Activation makes the workflow live for the gallery. Depending on the workflow you created, it may include release communication, ordering reminders, abandoned-cart follow-up, promotions or other scheduled actions.
Review any warning about a custom-date automation that is already in the past. Correct the relevant date rather than assuming the action will run as originally intended.
Monitor after release
Immediately test the public journey again:
• Open the Login Portal as a family.
• Confirm credentials still open the intended collection.
• Check the ordering deadline and bulk-delivery wording.
• Review new Gallery Sales and abandoned carts.
• Respond quickly to rejected logins, wrong images or file concerns.
• Check that workflow messages use the correct gallery URL and studio contact details.
Release checklist
• The gallery has passed the pre-release test.
• The workflow is appropriate for a school gallery.
• Automation dates and messages are current.
• Bulk delivery settings are complete.
• The school knows what to distribute and when.
• Activate Workflow has been used.
• The release date appears in gallery settings.
• The live customer experience has been checked.
