Why ‘self-serve’ workflow tools are failing creative teams

Imagine this—you’re running a high-volume content studio, managing thousands of images, videos, and creative assets every week. Your workflows need to be efficient, structured, and adaptable. But now, on top of everything else, you’re expected to become a configuration expert, learning how to modify workflows in an unfamiliar tool.

That’s the trade-off many workflow platforms are forcing on their users. They sell self-serve flexibility, but what they’re really doing is shifting responsibility onto teams who already have enough on their plate. 

At Lets Flo, we believe flexibility should make things easier, not harder. Our platform is highly configurable, but we don’t expect you to figure it out alone. Instead of handing you a set of complex tools and wishing you luck, we work with you to ensure your workflows are structured, optimised, and managed properly.

Self-serve workflows are great—until they aren’t

Configurable workflows are essential for creative production. No two studios operate the same way, and a rigid, one-size-fits-all approach doesn’t work. The ability to modify workflows is great—until it becomes a burden.

A lot of workflow platforms now boast full in-app self-serve configuration, meaning users can tweak their processes whenever they want. Sounds great in theory—but in reality, it is far less convenient:

1. 1. Most teams don’t change workflows often. Once a process is set up, it stays the same for months or even years, with only occasional adjustments.
   2. When changes do happen, they need to be done right. Workflow modifications impact deadlines, approvals, and team collaboration. A mistake can slow everything down.
   3. Learning a complex system for occasional use is inefficient. No one wants to waste time navigating a technical interface they barely use.

Instead of giving teams total control over something they don’t often need to touch, a better solution is to provide structured configurability—where workflows are flexible but managed by experts who ensure every change is done properly.

A poorly configured workflow can slow down approvals, misroute tasks, or even stall production altogether. And because these tools are designed for flexibility, they often require a level of expertise that most teams don’t have time to develop.

The difference between managed and unmanaged workflows

There are two ways to handle workflows:

• Unmanaged (self-serve) – You log into an interface, make the changes yourself, and hope everything works as expected. If you get stuck, there’s usually a help article or a chatbot waiting for you.
• Managed (guided configuration) – You tell a specialist what you need, and they take care of the setup, ensuring everything runs smoothly with minimal risk.

The first option gives you control but also puts all the responsibility on you. The second ensures workflows are set up properly so you don’t waste time fixing things later.

At Lets Flo, we believe that flexibility doesn’t mean leaving customers to figure things out on their own. Our team ensures every configuration change aligns with your production goals while minimising risk.

Why the right approach matters

Let’s take a real-world example. A major fashion retailer using Lets Flo needed to adjust their workflow for a seasonal launch. Instead of spending hours trying to modify their setup, they reached out to our customer success team. Within hours, the changes were implemented, tested, and running smoothly.

Now, compare that to a team using a self-serve platform. They would need to:

• Find the right section on the platform.
• Figure out how to make the necessary adjustments.
• Test everything to ensure nothing breaks.
• Troubleshoot if something goes wrong.

All while handling their usual workload.

Flexibility should make your life easier, not harder

Having full control over workflow configurations sounds nice until you realise how much time and effort it takes to manage. The reality is that most teams don’t need to make changes often, and when they do, it’s better to have an expert handle it.

With Lets Flo, you don’t have to worry about the details—we configure your workflows so they work exactly as you need them to. No extra learning curve and no risk of messing things up. Just a system that works.