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Workflows · 9 of 10

Brand and compliance review that survives an audit

In regulated marketing, the question is never only “was it approved?” It is who approved which version, against which claims, and when.

In plain terms

Planning keeps the approved claims and required disclaimers, and records which ones each piece uses. Workfront runs the reviews and keeps the record of every decision — which is what an auditor will ask to see.

Who owns what

This is the regulated shape from section 3, and the division of work matters here more than anywhere else in the guide.

The split, in one table.
AspectPlanningWorkfront Workflow
OwnsThe Claims and Disclaimers libraries, each Deliverable’s connections to them, and campaign-level compliance statusThe review events: proofs with versions and annotations, approval processes with electronic decisions, documents with version history
GatesRequest-form approval rules: a regulated request routes for approval before the record existsBrand, legal, and MLR (medical, legal, regulatory) approval stages
Satisfies an auditNo — it is the reference, not the record of decisionsYes — timestamped, versioned decisions

Press Play to follow a deliverable through the gates, or switch the outcome to see a rejection.

Compliance gates with the claims and disclaimers librariesA request in a regulated category routes for approval on the request form before the record exists. The Deliverable record connects to the claims and disclaimers it uses, kept as libraries in Planning. A Fusion pre-flight check compares draft copy against those libraries and writes flags into a field, but cannot set the approval. The review itself runs in Workfront: a versioned proof, brand review, then legal or MLR review, ending in approval with an audit trail or rejection.Planning owns the librariesClaims libraryapproved, with expiryDisclaimers libraryrequired per marketRequest formapproval rule on entryDeliverable recordclaims, disclaimersPre-flight checkFusion writes flagscan never set the approvalWorkfront owns the decisions and the audit trailProofversioned, annotatedBrand reviewgate oneLegal / MLRelectronic decisionApprovedaudit trail keptRejectedclaim not in the library
Figure 1. Compliance gates. Blue is Planning, which owns the libraries; gold is Workfront Workflow, which owns the decisions and the audit trail; grey is outside both.
The whole review

Press Play, or select any box in the diagram, to follow a deliverable one gate at a time.

The libraries

Compliance structure checklist

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The pre-flight check can never approve. If you add a Fusion pre-flight check, give its run-as identity no way to set the approval field or advance the proof. It tells reviewers where to look. It does not decide — and an audit will ask exactly that.

The review pass

  1. Pull Deliverables in review and bring in proof status and approval state from Workfront.
  2. Check each one has its required claims and disclaimers connected, and that no connected claim has expired.
  3. Flag reviews past their service-level agreement and route escalations.
  4. Produce the audit summary: decisions by stage, cycle counts, and time in each gate.

Hand off the compliance queue view and the specific proofs that need attention.

# Compliance queue — 14 deliverables in review

  8 with Legal, 4 with Brand, 2 in MLR
  3 past the 5-day SLA, escalated

Library checks
  6 deliverables missing a market-required disclaimer
  2 reference claims that expired on Jul 31

Recent decisions
  Q3 social series (alcohol) — approved with conditions:
    market disclaimer required per market
  Launch press release — rejected: claim not in the approved library

With AI in the loop

The pre-flight check is the AI pattern here: a Fusion scenario compares the draft asset’s copy against the connected claims and disclaimers and writes likely issues into the Pre-flight flags field before the reviewer opens the proof. It shortens review cycles by telling reviewers where to look.

Don’t do this

Approval as a Planning field

A single-select that says Approved has no version, no reviewer, and no timestamp. Approvals live in Workfront.

An AI that decides

The pre-flight scenario writes flags. If it can touch the approval field, the review is no longer a human decision.

Claims typed into copy

If a claim is not a connected record, nobody can check whether it is approved or expired. Connect every claim.

Expired claims nobody watches

Give every claim an expiry date and check it in the review pass. Expired claims are the cheapest finding to avoid.

Limits worth knowing here

Published Planning limits that affect this build. Adobe revises these, so confirm before you design around one.
WhatLimitWhy it matters for compliance
Paragraph fields per record type20Pre-flight flags, review notes, and commentary each spend one.
Paragraph field length10,000 charactersEnough for flags and notes. The full review history stays in Workfront.
Records connected to one record500In a multi-select connection — a widely used disclaimer can approach it.
Sharing a Planning object100 entitiesUsers, roles, teams, companies, and groups combined. Share libraries with teams, not people.

Sources