Approval Workflow

* This feature is experimental and currently available only to targeted users. If interested, please reach out.

The Approval Workflow in Content Publisher provides a structured way to manage and control content publishing, ensuring editorial oversight and preventing "editorial chaos" in sensitive or enterprise contexts. This feature is designed to streamline content submission while allowing designated editors to maintain control over what gets published.Key Benefits of the Approval Workflow

• Governed Publishing Stream: Introduces a control gate for content publication, enhancing content quality and consistency.
• Controlled Access: Content creators can submit content, but final publishing authority rests with Collection Managers or Administrators.
• Streamlined Process: Content is queued for approval, making it easy for editors to review and publish.

How the Approval Workflow Works

The Approval Workflow operates on a collection-specific basis. When enabled for a collection, the publishing process changes for contributors:

For Authors and Contributors

(Non-Managers/Administrators)

• They can create and edit content within a Google Doc.
• When they are ready to publish, they will "Send for Publishing" instead of directly publishing.
• Their content and its associated metadata will be added to a queue within Content Publisher, awaiting review.
• They cannot directly publish your content; it requires approval from a Collection Manager or Administrator.
• See here for more information on the contributor experience

For Collection Managers and Administrators

• You will receive email notifications when new content submissions are pending approval.
• Access the Content Publisher dashboard (content.pantheon.io) to view content queued for approval and publishing.
• You can preview submitted documents, including content and metadata, before making a decision.
• You have the option to:
  • Approve and Publish: Immediately publish the content to the connected website.
  • Approve (Don't Publish Now): Approve the content, but keep it in a "pending publication" state, allowing it to be published later.
  • Reject: Decline the submission, preventing it from being published. You can also compare versions to see changes made to a submitted document.
• When you are contributing to a site yourself, you can choose to Skip Approval Workflow when publishing, if you are an Administrator, allowing direct publication.

Approval Workflow Demo

See this quick tour of contributor and collection manager experience:

Managing Approval Workflow Settings

As a Collection Manager or Administrator, you can configure the Approval Workflow for your collections:

• Activating Approval Workflow:
  • Go to the "Publishing permissions" section in your Content Publisher dashboard.
  • Select the collection you wish to configure.
  • Edit the permissions and select "Approval Required."
  • Once activated, contributors to this collection will only be able to send content for approval.
• Deactivating Approval Workflow:
  • Go to the "Publishing permissions" section in your Content Publisher dashboard.
  • Select the collection currently configured with "Approval Workflow."
  • Edit the permissions and select "Approval Not Required."
  • Contributors to this collection will then be able to publish directly without approval.

This feature provides a robust solution for maintaining editorial control while empowering all content creators to contribute to your website's content.