Creative operations software that keeps every project flowing

Creative operations software handles the part of creative work that isn't creative: intake, routing, chasing reviewers, tracking versions, and proving something got approved.

Somebody on your team is doing all of this right now, manually. They're building the same three-stage review from scratch every time. They're DMing the same legal reviewer for the fourth time this week. They're maintaining a spreadsheet of which version is current. That person was hired to run creative operations, not to be a human notification system.

Creative ops software takes the administrative layer off their plate. The judgment stays with them. The follow-ups don't.

Yes. You build the workflow once as a template, then every project that fits that shape routes itself.

Stages run sequentially or in parallel. Internal design review, then brand, then legal, then the client. Or all four at once if you're feeling brave. When a stage completes, the next one triggers and the right people get notified. Automated deadline reminders chase reviewers on Enterprise plans, so nobody on your team has to send the "just bumping this" message again.

External stakeholders sit in the same workflow as internal ones. A client is just a reviewer on a stage.

Plan limits: 2 stages on Standard, 3 on Pro, unlimited on Enterprise. Standard and Pro allow one active template at a time; Enterprise removes that cap, which matters once you're running more than a couple of distinct review shapes.

Stage locking prevents changes after sign-off. Once a stage is closed, it's closed.

ReviewAI handles the checks that are tedious, repetitive, and easy for a tired human to miss at 6pm on a Friday. It applies automated pass/fail recommendations against your Checklist criteria, catching things like an outdated logo, a missing disclaimer, or a layout that drifted from spec.

Here's where the line sits: AI does the repetitive checking. Humans do the judgment. Whether the concept works, whether the photography feels right, whether something is technically correct but still off. That's not a checklist item, and Ziflow doesn't pretend it is. Every AI suggestion requires human review and approval before anything moves.

The scope, plainly: ReviewAI is an Enterprise add-on. It works on static images and PDFs up to 10 pages. Not video, not audio. It's opt-in and runs only when you invoke it.

On data: Ziflow never uses your content to train or fine-tune models. Processing happens through zero-retention API calls to enterprise-grade models from OpenAI and Google. Nothing is stored by the providers, nothing is reused. Details on the ReviewAI page.

They click a link in an email. That's the whole thing.

No account, no password, no license, no "please create a login to review this file." Reviewers are unlimited on every plan, free tier included. A user license is only required for people creating and managing proofs, which is your team, not theirs.

This is the objection that kills most proofing rollouts, and it's worth saying directly: you will not have to convince your clients to sign up for your software. External reviewers get the same commenting and markup tools your team has, and their feedback lands in the same place as everyone else's.

For sensitive work, Enterprise adds multi-factor authentication for guest reviewers, so your security team gets what they need without your clients getting a hurdle.

Reviewers choose Approved, Approved with changes, or Changes required. Every decision is timestamped and attributed.

Ziflow connects to the tools your team already opens every day, in both directions.

Design and editing — Adobe Creative Cloud plugins for InDesign, Illustrator, and Photoshop. Premiere Pro, After Effects, and Final Cut Pro X for frame-accurate video feedback in the timeline. Figma for turning live files into static proofs.

Project management — monday.com, Asana, Jira, ClickUp, Wrike, Trello, Smartsheet, Airtable, Basecamp, Teamwork, Planview AdaptiveWork, Salesforce.

Storage — Dropbox, Google Drive, SharePoint. New files can become proofs automatically; approved assets can route to the right folder on their own.

Notifications — Slack, Microsoft Teams.

Anything else — Zapier connects thousands of apps, and Ziflow's RESTful API extends the process to proprietary tools.

Low-code flows automate the handoffs between Ziflow and connected platforms. Advanced PM integrations and storage connections start at Pro. Full list: ziflow.com/integrations.