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Workflow Template

Marketing Content Approval Workflow

Manages marketing content submissions (blogs, emails, social posts, web pages, adverts, other) through editorial review, brand review, optional revision loops, optional compliance approval for legally-sensitive content, and publishing — with owner notifications at each key milestone.

Marketing teams lose time chasing editors, brand reviewers and legal for sign-off, while content owners are left wondering where their draft sits. This workflow takes a content submission through editorial review, brand review, an optional revision loop, an optional compliance check for legally-sensitive content, and publishing — with the content owner emailed at each key milestone. Editors, brand reviewers, compliance reviewers and the publishing team each work through their own task, and the record's status and timeline show exactly where every piece of content stands.

Business Outcomes

  • Fewer status-check emails to marketing, thanks to automatic owner notifications at submission, rejection, and publishing
  • Clearer accountability, with editorial, brand, and compliance feedback captured directly on the record
  • Faster turnaround on approvals by routing revision requests straight back to the content owner
  • Reduced risk of legally-sensitive content going live without compliance review
  • A full timeline of every review decision and status change for each piece of content

Workflow Steps

Steps

  1. 1
    Create Content Recordcreate record

    Registers the submitted content as a record.

  2. 2
    Set Status: Submittedupdate record

    Sets the content status to Submitted.

  3. 3
    Email Submission Acknowledgementsend email

    Sends the content owner an acknowledgement email with their reference number.

  4. 4
    Set Status: Editorial Reviewupdate record

    Sets the content status to Editorial Review.

  5. 5
    Editor: Review Contentcreate task

    Editor reviews the draft and records comments and the review result.

  6. 6
    Save Editorial Review Resultupdate record

    Persists the editor's comments and result to the record.

  7. 7
    Brand Reviewer: Review Contentcreate task

    Brand reviewer reviews the draft and records comments and the review result.

  8. 8
    Save Brand Review Resultupdate record

    Persists the brand reviewer's comments and result to the record.

  9. 9
    Route on Editorial & Brand Review Outcomes

    Routes to revision if either reviewer requested changes, otherwise proceeds towards approval.

    editor_result: "Changes needed"→Set Status: In Revision
    brand_result: "Changes needed"→Set Status: In Revision
    Default→Route on Legal Implications
  10. 10
    Set Status: In Revisionupdate record

    Sets the content status to In Revision.

  11. 11
    Content Owner: Upload Revised Draftcreate task

    Content owner uploads a revised draft addressing reviewer feedback.

  12. 12
    Save Revised Draftupdate record

    Persists the revised draft to the record.

  13. 13
    Restart Editorial Reviewrestart from step

    Sends the revised content back through editorial and brand review.

  14. 14
    Route on Legal Implications

    Routes to compliance review if the content has legal implications, otherwise proceeds to approval.

    legal_implications: "Yes"→Set Status: Compliance Review
    Default→Set Status: Approved
  15. 15
    Set Status: Compliance Reviewupdate record

    Sets the content status to Compliance Review.

  16. 16
    Compliance Reviewrequest approvalrequires approval

    Compliance reviews the content for legal implications and approves or rejects it.

  17. 17
    Route on Compliance Outcome

    Routes based on whether compliance approved or rejected the content.

    approval_status: "approved"→Set Status: Approved
    approval_status: "rejected"→Set Status: Rejected
    Default→End
  18. 18
    Set Status: Rejectedupdate record

    Sets the content status to Rejected.

  19. 19
    Email Rejection Noticesend email

    Notifies the content owner that their content was not approved.

  20. 20
    Set Status: Approvedupdate record

    Sets the content status to Approved.

  21. 21
    Publishing Team: Publish Contentcreate task

    Publishing team publishes the content and records the published date and link.

  22. 22
    Save Publishing Detailsupdate record

    Persists the published date and link to the record.

  23. 23
    Set Status: Publishedupdate record

    Sets the content status to Published.

  24. 24
    Email Published Linksend email

    Sends the content owner the published link.

Fields

Show all 17 fields

FormMarketing Content Submission

  • Content Owner Name*· Text
  • Content Owner Email*· Email
  • Campaign*· Text
  • Content Type*· Choice
  • Target Audience*· Text
  • Target Publish Date*· Date
  • Channels*· Multiple choice
  • Does this content have legal implications?*· Choice
  • Draft Content*· File upload

TaskEditor: Review Content

  • Editor Comments· Long text
  • Editorial Review Result*· Choice

TaskBrand Reviewer: Review Content

  • Brand Reviewer Comments· Long text
  • Brand Review Result*· Choice

TaskContent Owner: Upload Revised Draft

  • Revised Draft*· File upload

TaskPublishing Team: Publish Content

  • Published Date*· Date
  • Published Link*· Text

Other fields

  • Content Status· Choice
  • Content Owner Name*
  • Content Owner Email*
  • Campaign*
  • Content Type*
  • Target Audience*
  • Target Publish Date*

Forms

Marketing Content Submission

9 fields

Data Views

Content Pipeline

campaign, content_type, target_publish_date, published_date +1 more

Dashboard Widgets

Content by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
content approvalmarketing approvalcontent reviewcreative approvalmarketing workflow

Similar Workflows

Marketing Campaign Approval WorkflowDocument Review and Approval WorkflowRisk Assessment Workflow

Similar Categories

Governance & Compliance

FAQs

How do I set up this workflow for our marketing team?

Publish the template in your workspace and it's ready to run — there's no installation or development project involved. You'll want to assign your editors, brand reviewers, compliance reviewers, and publishing team as members so tasks land with the right people. The request form is already built to capture content owner details, campaign, channels, and the draft itself.

Who is involved at each stage of the review process?

An editor reviews the draft first and records comments plus a review result. A brand reviewer then does the same. If either requests changes, the content owner is asked to upload a revised draft, which restarts the editorial and brand review steps.

What happens if the content has legal implications?

If the content owner marks the submission as having legal implications, the workflow routes it to a compliance review step after editorial and brand review pass. A compliance reviewer then approves or rejects the content. If approved, it moves to publishing; if rejected, the content owner is emailed a rejection notice and the status is set to Rejected.

Can I customise the review stages or add more reviewers?

Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can see what changed and when.

What does the content owner actually have to do?

Content owners submit through a public request form and never need an account. If reviewers request changes, they receive a task to upload a revised draft, and they're emailed automatically at submission, rejection, and once the content is published.

What gets saved to the content record versus staying with a task?

Anything the workflow waits for — editor comments, brand reviewer comments, the revised draft, and the published date and link — is saved on the record. This information shows up in the record's timeline alongside every status change, from Submitted through to Published.

How long does it take to get a piece of content from submission to published?

That depends on how quickly your editors, brand reviewers, and compliance team complete their tasks, plus how many revision loops the content goes through. The workflow itself doesn't add delay — it moves content forward the moment a review result is recorded.

How do we track the status of content in progress?

Each submission becomes a record with a reference number, a current status, and a full timeline of what's happened. Table views and dashboards in your workspace let you see all content by status, so you can spot what's stuck in editorial, revision, or compliance review at a glance.

Can content be rejected at more than one stage?

Content can be sent back for revision after editorial or brand review, and it can be rejected outright during compliance review. Each outcome is recorded on the content record, so you can see exactly which stage a piece of content didn't clear.

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Marketing Content Approval Workflow | assess.one