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Manage workflow

Customize your content workflow by defining the steps your content goes through. You can make your workflow as simple or as complex as your content creation process requires:

  • For each step, you can choose workflow transitions so that your content contributors have clear steps to follow. For example: Draft > Review > Approved Published.
  • For each step, you can specify which roles can work with it. For example, only Reviewers can move content from Review to Approved.

Once your project workflow is set up, the people on your team know exactly how they fit into the process.

Table of contents

    Adding workflow steps

    To create a workflow step in your project:

    1. From the app menu, choose .
    2. Under Project settings, choose Workflow.
    3. Next to a workflow step, click  – the new step appears below the existing one.
      1. In the Name field, type a name for the step (up to 30 characters).
      2. (Optional) Select a color for the step – it helps visualize production progress.
      3. Choose which steps can transition into this new step.
      4. Choose the steps that this new step can transition to.
      5. (Optional) Choose which roles on your project can work with this step.
      6. Click Confirm.
    4. Click Save changes in the top right to save the new project workflow.

    You can now use the new workflow step when moving items through their workflow.

    Changing workflow transitions

    When configuring transitions for a workflow step, make sure the step can still eventually transition to the final Published step.

    To change the transitions of a workflow step, click the step name and choose transitions to and from the step. Then confirm and save your changes to the project workflow.

    Limiting workflow steps to roles

    You can limit which roles can work on content in a given workflow step – this includes the ability to move content items to the workflow next step. This allows you to set up a complex workflow where, for example, only the editor and the legal team can move content items to the Approved step.

    To limit a workflow step to specific roles, click the step name and choose one or more roles from the list. Then confirm and save your changes to the project workflow.

    How to assign roles to a workflow step.

    When changing workflow of an item, you always need to assign at least one contributor whose role allows them to work with the new workflow step.

    Control who can create new versions and unpublish

    You can choose which roles can create new versions of content and which can unpublish. To do this, edit the Scheduled / Published step and choose appropriate roles for each limitation.

    A screenshot of the Published step limitations.

    Deleting workflow steps

    There are three workflow steps that you will always have in your project workflow:

    • Draft (or however you name your first workflow step)
    • Scheduled / Published
    • Archived

    You can delete any other workflow step if it's not used by your content items.

    To delete a workflow step:

    1. From the app menu, choose .
    2. Under Project settings, choose Workflow.
    3. Click a workflow step.
    4. Click Delete.
    5. Click Save changes in the top right to save the new project workflow.

    Note that deleting a workflow step may break transitions in other steps. Make sure you update your existing workflow steps so that your content items can eventually reach the final step.

    What's next?

    • Once you're done setting up the workflow steps, use them in practice and assign contributors to content items as well.
    • In addition to communicating changes via workflow, you can add comments to discuss your ideas with others or ask for clarification.
    • Set up a common production flow for your project and see how content workflow and roles can work together to your team's benefit.
    • If you're finished with your content items, you can publish them right away or schedule publishing to a later date and the system will take care of the rest.