Getting Started with Approval Workflows
Approval Workflows let your team review posts, messages, and stories before they are published or scheduled. Marketing teams use workflows to enforce brand and compliance checks, route content to the right reviewers, and keep a clear record of who approved what.
Contributors create content and send it to a workflow. Approvers review items in the Approvals hub, approve them, or request revisions with notes. Admins configure named workflows with one or more approval steps and assign approvers to each step.
With multi-step workflows, content moves through each step in order until it is fully approved. You can require any assigned approver or all assigned approvers at a step before the item advances.
Prerequisites
- Content Approval Workflows add-on. Want to learn more about this feature? Reach out to your account manager.
- To create or edit workflows, the user needs the Content Workflow permission. See User Roles and Permissions for role and permission details.
How Approval Workflows work
Each workflow is a named approval path with ordered steps. When someone sends an item to approval, it enters the first step. Approvers assigned to the current step can approve the item, request a revision, edit it, update its publish date, or delete it.
When an item is fully approved, it can be scheduled or published according to its type and publish date. If an approver requests a revision, the submitter updates the content and sends it back to approval.
Where to work in Oktopost
| Area | Purpose |
|---|---|
| Approvals | Review pending items, track submitted content, and manage revision requests. Open Approvals from the main navigation. |
| Settings > Compliance > Workflows | Create and manage approval workflows and their steps. Requires the Content Approval Workflows add-on and Content Workflow permission. |
| Post and message editors | Select a workflow and choose Send to Approval when submitting content. |
Articles in this section
- Setting up Approval Workflows — Create workflows, assign teams, and enforce approval requirements.
- Submitting Content for Approval — Send posts and messages to approval and track their status.
- Reviewing Approval Requests — Approve content, request revisions, and manage the approval queue.
- Understanding the Approver Role — Learn about the dedicated Approver user role add-on.
- Approval Workflows for Advocacy — Require approval for edited or custom advocate content on a board.