eBroadcast 7 - Approvals Workflow

 Automated Content Approval Workflow

The xCatalyst Automated Content Approval Workflow function creates a uniform review and publishing process for content updates and additions. The automated workflow provides the structure to easily distribute content contribution to multiple users while maintaining continuity and accuracy with a standardized review process before updates are published to the website.

Automated Content Appproval Workflow ensures that only approved content and updates on the public website. When content changes are made and the page is checked in, the system sends automated email notifications to approval assignees. Assignees can publish content changes, forward them to additional assignees ro send back changes for rework.

Download the PDF diagram

How it is Helpful:

• Set privileges specific to each content editor for specific sections of the website
• Set up to three levels of approvers (optional) to regulate content publishing
• Establish a site-wide approval workflow, or a section-specific workflow for the menu and independent pages on your website
• Notify approvers when a page is created, updated, and saved, by email. 

How to setup the Approvals Workflow:

• Click on “My Workspace” under  the “Content Management” section of xCatalyst
• Then click on “Approval Assignees” in the top right hand corner
• The next screen is a list of the Menu Level 1 items on your website, with placeholders for Level 1, Level 2, and Level 3 Approval Assignees
• By clicking “add” next to any of the Menu Level 1 items, you have the option to select any user who has the privilege to approve and/or publish content 
• When you select that user as the Level 1 Approval Assignee, they can either approve the changes, approve and publish the changes, or reassign the page.
  • If you require additional approvers for a certain section of content, simply add them as the Level 2 and Level 3 Approval Assignees. Then, when a change is made, the Level 1 assignee will be notified and will either approve the page or assign it for redo. Multiple levels of approvers are optional.

The Workflow Process:

• Content is created or edited and the page is saved and checked in
• The Level 1 Approval Assignee is notified
  • The Level 1 Approval Assignee does not approve the page and assigns it for redo
  • The Level 1 Approval Assignee approves the change, but does not publish, and assigns to the next level approver
  • The Level 1 Approval Assignee approves and publishes the change to the live website
    • NOTE: If there are multiple levels of approvers and this approver publishes the page, it bypasses the subsequent approvers
• The Level 2 Approval Assignee is notified
  • The Level 2 Approval Assignee does not approve the page and assigns it for redo
  • The Level 2 Approval Assignee approves the change, but does not publish, and assigns to the next level approver
  • The Level 2 Approval Assignee approves and publishes the change to the live website
    • NOTE: If there are multiple levels of approvers and this approver publishes the page, it bypasses the subsequent approvers
• The Level 3 Approval Assignee is notified
  • The Level 3 Approval Assignee does not approve the page and assigns it for redo
  • The Level 3 Approval Assignee approves the change, but does not publish 
    • NOTE: At this point there are no subsequent approvers so this approver would have the page assigned to them for revision
    The Level 3 Approval Assignee approves and publishes the change to the live website

Things to Remember:

• There is also the option to have a “Default Approval Assignee”, meaning that if you have Approval Assignees setup for some sections of the website, but not others, you can designate a default assignee to monitor the other sections. 
• At any time, any level approver can simply “Approve and Publish” the page and bypass the other approvers – by just “approving” the page, it is passed on to other level approvers (when applicable)
• At any time, the page can be assigned to any user for redo; it does not have to be the user who initially made a change. 
• The Approvals Workflow applies to sections of your website that are broken up by Menu Level 1 item. This means that by designating an Approval Assignee for a section, they will be notified on any changes to that Menu Level 1 page and all of its sub pages. 
• Likewise, when granting privileges to users, you can do so by Menu Level 1 item, so you can just grant access to a certain section of your website. 
• To be a content contributor, creator, or publisher, one must have the privilege to do so.