How do approval workflows work in Publish?

Learn how Publish’s approval workflows ensure content quality and compliance before posts go live

Approval workflows in Publish help ensure that social media content is reviewed, edited, and approved before it is published. This process maintains brand consistency, quality control, and compliance with company policies.

How the Approval Workflow Works in Publish

1. A Publishing Trainee creates a draft post.
   • The post is saved as a Draft and cannot be published without approval.
2. The draft post is automatically submitted for approval.
   • A notification is sent to an approver (Publisher or Admin).
3. The approver reviews the post.
   • The approver can either approve or reject the post.
4. If the post is approved:
   • It is scheduled for publishing at the configured date and time.
   • The Publishing Trainee receives an email notification that the post has been approved and scheduled.
5. If the post is rejected:
   • It is sent back to Draft status for further edits.
   • The Publishing Trainee receives an email notification that the post was rejected.

How to Approve or Reject a Post in Publish

Step 1: Access Pending Approvals

• Log in to Publish at https://engage.dataeq.com.
• Click on Approvals in the navigation menu.
• Find the post marked Pending Approval.

Step 2: Review and Approve or Reject the Post

• Click on the post to preview content and media.
• If the post meets all requirements, click Approve & Schedule.
• If edits are needed, click Reject and add a comment for revision.

Tip: Approvers should check posts for grammar, compliance, and correct tagging before approval.

Configuring Email Notifications for Approval Workflows

To ensure that approval notifications are sent to the right people, follow these steps:

1. Click on Settings in Publish.
2. Select Publishing Triggers.
3. Add email addresses to be notified when:
   • A new draft post is submitted for approval.
   • A draft post is approved.
   • A draft post is rejected.
4. Click Save.

Admins can modify approval workflows and notification settings at any time.

Best Practices for Approval Workflows

Use clear guidelines to ensure approvers know what to check before approving posts.
Check post quality and compliance before approval to avoid last-minute edits.
Configure email alerts so no approval request is missed.
Encourage feedback when rejecting a post to help improve content.

Troubleshooting Approval Issues

1. Issue: “A post is stuck in draft and not submitted for approval.”
   1. Ensure the Publishing Trainee has clicked Save after creating the post.
2. Issue: “The approver didn’t receive an email notification.”
   1. Check email settings under Publishing Triggers.
   2. Ask the approver to check their spam/junk folder.
3. Issue: “A rejected post wasn’t sent back to the trainee.”
   1. Ensure the post was properly rejected, and that an email was sent.