Approval Workflow

Learn how to set up and use approval workflows for your team's content.

What is Approval Workflow?

Approval workflows allow team members to review and approve content before it's published. This is essential for:

• Quality control: Ensure content meets brand standards
• Compliance: Review content for legal or regulatory requirements
• Collaboration: Get input from stakeholders before publishing
• Training: Help new team members learn best practices

How It Works

1. A team member creates content and submits it for approval
2. Designated approvers receive a notification
3. Approvers review the content and either approve or request changes
4. Once approved, the content can be published or scheduled

Accessing the Approval Page

Click Approval in the sidebar to view:

• Awaiting Your Approval: Posts that need your review
• Requested by You: Posts you've submitted for approval

Setting Up Approvals

Configuring Approval Workflows

Approval settings are managed at the workspace level:

1. Go to Settings > Organisation > Approval
2. Enable approval workflows for your workspace
3. Configure who can approve posts
4. Set up approval requirements (one approver, all approvers, etc.)

Approval Permissions

Team members can have different approval roles:

• Can Submit: Can create content and submit for approval
• Can Approve: Can review and approve others' content
• Can Publish: Can publish approved content

Submitting Content for Approval

When Creating a Post

1. Create your post as normal
2. Instead of "Publish" or "Schedule", click Submit for Approval
3. Select the approvers (if multiple are available)
4. Add any notes for the reviewers
5. Submit the post

For Existing Drafts

1. Open a draft post
2. Click Request Approval
3. Select approvers and add notes
4. Submit for review

Reviewing Content

From the Approval Page

1. Go to Approval in the sidebar
2. Click on the Awaiting Your Approval tab
3. Click on a post to review it

Review Modal

When reviewing, you can:

• See the full post content
• Preview how it will look on each platform
• View attached media
• Read notes from the submitter
• See the requested publish date/time

Making a Decision

After reviewing:

Approve: Click Approve to mark the content as ready for publishing. The submitter will be notified.

Request Changes: Click Request Changes and provide feedback. The post returns to the submitter for revisions.

Post-Approval Actions

Once Approved

Approved posts can be:

• Published immediately
• Scheduled for a specific time
• Kept as approved draft for later

If Changes Requested

When changes are requested:

1. The submitter receives notification with feedback
2. They make the necessary changes
3. They resubmit for approval
4. The cycle continues until approved

Managing Approval Queue

Filtering

Filter the approval queue by:

• Status (pending, approved, changes requested)
• Submitter
• Date submitted
• Platform

Bulk Actions

Coming soon: Approve multiple posts at once.

Notifications

Stay updated on approval activities:

• Email notifications: Receive emails for new approval requests
• In-app notifications: See approval alerts in OmniSocials
• Real-time updates: Approval counts update instantly

The approval badge in the sidebar shows how many posts need your review.

Approval Best Practices

1. Set clear guidelines: Document what makes content "approved"
2. Be timely: Don't let posts sit in the queue
3. Give specific feedback: When requesting changes, be clear about what needs fixing
4. Use notes: Add context when submitting for approval
5. Review thoroughly: Check content, media, hashtags, and timing

Permissions Required

To use approval features:

• Submit for approval: Requires create_schedule_post permission
• Approve content: Requires approver role in workflow settings
• View approval queue: Based on your role (see your own or all submissions)

Troubleshooting

Can't Submit for Approval

• Verify approval workflows are enabled for your workspace
• Check you have the create_schedule_post permission
• Ensure there are designated approvers configured

Not Receiving Approval Requests

• Check your notification settings
• Verify you're set as an approver in workspace settings
• Check your email spam folder for notifications

Post Stuck in Approval

• Contact the approver directly
• Check if the approver still has access to the workspace
• Ask a workspace admin to reassign the approval

Next Steps

• Configure team roles and permissions
• Manage your team members