Workflow Template

Social Media Content Approval Workflow

Marketing team requests approval for a social media post via an intake form. The post moves through brand review, optional compliance review for regulated claims, and scheduling. Rejections and revision requests are tracked, revisions loop back to brand review, and the requester and reviewers are kept informed by email and tasks throughout.

Marketing teams lose time chasing sign-off on social posts across email threads, with no record of who approved what or why a post got rejected. This workflow takes a post from intake form through brand review, an optional compliance check for regulated claims, and scheduling, looping revisions back to brand review automatically. Marketing teams, brand reviewers, compliance staff and the social media team each get their own tasks, while the requester is kept updated by email at every key stage.

Business Outcomes

Reduces back-and-forth emails by tracking revisions and feedback directly on the record
Gives requesters visibility into post status without needing to ask for updates
Helps ensure regulated claims get a compliance check before a post goes live
Makes it easier to see where a post is stuck in review from the record timeline
Speeds up scheduling by routing approved posts straight to the social media team

Workflow Steps

Steps

1
Create Post Request Recordcreate record
Registers the submitted post request as a record.
2
Set Status to Submittedupdate record
Marks the record status as Submitted.
3
Send Acknowledgement Emailsend email
Emails the requester an acknowledgement with their reference number.
4
Set Status to Brand Reviewupdate record
Marks the record status as Brand Review.
5
Brand Reviewer: Review Postcreate task
Assigns a task to the brand reviewer to record their decision and feedback.
6
Save Brand Review Decisionupdate record
Persists the brand reviewer's decision and feedback to the record.
7
Route on Brand Review Decision
Routes the workflow based on the brand reviewer's decision.
brand_decision: "Approved"→Route on Regulated Claims
brand_decision: "Changes requested"→Set Status to Changes Requested
brand_decision: "Rejected"→Set Status to Rejected
Default→End
8
Set Status to Changes Requestedupdate record
Marks the record status as Changes Requested after brand review feedback.
9
Requester: Revise Post (Brand Feedback)create task
Assigns a task to the requester to update the post copy and assets based on brand feedback.
10
Save Revision Notesupdate record
Persists the requester's revision notes to the record.
11
Restart Brand Reviewrestart from step
Restarts the workflow from the brand review status update so the revised post is reviewed again, up to 3 times.
12
Set Status to Rejectedupdate record
Marks the record status as Rejected.
13
Send Rejection Emailsend email
Emails the requester with the brand reviewer's feedback explaining the rejection.
14
Route on Regulated Claims
Checks whether the approved post makes regulated claims requiring compliance review.
regulated_claims: "Yes"→Set Status to Compliance Review
regulated_claims: "No"→Social Media Team: Schedule Post
Default→Social Media Team: Schedule Post
15
Set Status to Compliance Reviewupdate record
Marks the record status as Compliance Review.
16
Compliance: Review Postcreate task
Assigns a task to compliance to record their review result and comments.
17
Save Compliance Resultupdate record
Persists compliance's result and comments to the record.
18
Route on Compliance Result
Routes the workflow based on the compliance review result.
compliance_result: "Cleared"→Social Media Team: Schedule Post
compliance_result: "Changes needed"→Set Status to Changes Requested
Default→End
19
Set Status to Changes Requestedupdate record
Marks the record status as Changes Requested after compliance feedback.
20
Requester: Revise Post (Compliance Comments)create task
Assigns a task to the requester to update the post based on compliance comments.
21
Save Compliance Revision Notesupdate record
Persists the requester's compliance revision notes to the record.
22
Restart Brand Review (from Compliance)restart from step
Restarts the workflow from the brand review status update so the revised post is reviewed again, up to 3 times.
23
Social Media Team: Schedule Postcreate task
Assigns a task to the social media team to schedule the approved post and record the scheduled date.
24
Save Scheduled Dateupdate record
Persists the scheduled publish date to the record.
25
Set Status to Scheduledupdate record
Marks the record status as Scheduled.
26
Send Scheduled Confirmation Emailsend email
Emails the requester confirming the post is approved and scheduled, with the date.

Fields

Show all 16 fields

FormSocial Media Post Request

Requester Name*· Text
Requester Email*· Email
Post Copy*· Long text
Channel*· Choice
Audience*· Text
Proposed Publish Date*· Date
Creative Assets· File upload
Does this post make regulated claims (financial, health, or legal)?*· Choice

TaskBrand Reviewer: Review Post

Brand Review Decision*· Choice
Brand Reviewer Feedback· Long text

TaskRequester: Revise Post (Brand Feedback)

Revision Notes· Long text

TaskCompliance: Review Post

Compliance Review Result*· Choice
Compliance Comments· Long text

TaskRequester: Revise Post (Compliance Comments)

Compliance Revision Notes· Long text

TaskSocial Media Team: Schedule Post

Scheduled Publish Date· Date

Other fields

Post Status· Choice

Requester Name*
Requester Email*
Post Copy*
Channel*
Audience*
Proposed Publish Date*

Forms

Social Media Post Request

8 fields

Data Views

Post Requests

channel, proposed_publish_date, scheduled_date, post_status

Dashboard Widgets

Posts by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

social media approvalsocial media content approvalpost approvalcontent workflowsocial media workflow

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Similar Categories

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FAQs

How do I set up this workflow for my team?

The workflow is ready to use as soon as your workspace publishes it, with no installation needed. You just assign who your brand reviewer, compliance reviewer and social media team members are, and the intake form starts collecting requests straight away.

How does the compliance review get triggered?

The intake form asks the requester whether the post makes regulated claims (financial, health, or legal). If the answer is Yes, the workflow routes the approved post to a compliance reviewer; if No, it goes straight to scheduling after brand review.

What happens when a brand reviewer requests changes?

The record status changes to Changes Requested and a task is assigned to the requester to update the copy and assets. Once the requester submits their revision notes, the workflow restarts brand review so the updated post gets reviewed again, up to 3 times.

What happens if a post is rejected?

The record status is set to Rejected and the requester receives an email with the brand reviewer's feedback explaining the decision. The rejection and feedback are saved on the record's timeline for reference.

Who is involved in this workflow and what do they do?

The requester submits the post and revises it when asked. A brand reviewer records an approval decision and feedback, compliance staff review regulated-claim posts, and the social media team schedules approved posts and records the publish date.

Can I customise the steps or forms in this workflow?

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

How does the requester find out the post is scheduled?

Once the social media team records the scheduled publish date, the record status updates to Scheduled and the requester gets an email confirming the post is approved with the date.

Does the requester need an account to submit or revise a post?

No. The requester submits the initial request through a public form and completes any revision tasks through forms emailed directly to them, without needing to log in.

How many times can a post loop through revisions?

The workflow restarts brand review for revised posts, whether the changes came from brand or compliance feedback, up to 3 times. This keeps the process moving while still capturing revision notes on the record each time.

Ready to use this workflow?

Create a free account and customise this workflow for your business.