How Cal State San Bernardino uses Ziflow to eliminate mistakes, hit deadlines, and process 500+ projects a year

When you're processing over 500 creative projects a year for an entire university, your review process has to be locked down tight. There's no room for things like missed feedback, lost files, or rounds of revisions that drag past deadlines. And there's definitely no room for mistakes slipping through because someone couldn't pinpoint exactly what they wanted changed in a video.

This was life for Rey Avila, Project Manager for the Office of Strategic Communications at Cal State University of San Bernardino (CSUSB). Before Ziflow, the process was manual, messy, and consistently running past deadlines. After implementing the platform, the team went from endless revision cycles to finishing videos in two drafts, three max. 

What does CSUSB’s creative team handle?

The Office of Strategic Communications supports the entire university. That means a constant pipeline of videos, graphics, and marketing materials flowing through a small team. Rey manages the project workflow for all of it, and at the pace they operate, even small inefficiencies compound fast.

The challenge: manual feedback was killing time 

Before Ziflow, feedback on video projects came in the form of timestamped descriptions over email. Someone would write something like “at 10 seconds, can you change this picture?” and the team would have to interpret each note, often missing things in the process. Deadlines were slipping, and final files were being delivered at the last possible moment. It was, in Rey’s words, “absolutely horrible.” 

How Ziflow transformed their review process

Ziflow gave the team a structured way to collect feedback directly on the creative asset itself. They didn’t have to guess what comments like “change this picture” referred to. The platform also introduced accountability. Stakeholders know their feedback is visible and tracked, which means they pay closer attention when reviewing.

“Now we’re able to turn around and do videos in two drafts, three at the most. Not only is it the performance that Ziflow does, but the performance that it lets us push out.” 

The team also integrated Ziflow with Wrike, their project management platform. When a proof is created in Ziflow, it automatically appears in the corresponding Wrike project. Gone is the manual file shuffling. 

“I upload it in Ziflow, once the proof is created—BOOM—it goes to the project. I don’t have to touch it anymore.” 

Rey’s verdict

One word to describe Ziflow? Performance. And when asked to rate the platform on a scale of 1 to 10, Rey didn’t hesitate.

“If I was just to put a number 1 through 10, I’d be like ‘10’, because we can’t work without it. There’s no way we could produce what we’re producing without Ziflow.” 

Watch the full story

Hear Rey’s full take in the video below.

Ready to streamline your creative review process?

If your team is buried in manual feedback loops and revision rounds that never seem to end, Ziflow can help. Get a demo today and see the difference for yourself.