About Workflows

A Workflow defines a sequence of steps that streamlines the content review and approval process. It enables teams to follow a structured approach and collaborate efficiently, ensuring consistency and quality in published content.

Note: You can create branch-specific workflows. This means you can add multiple workflows for a content type, with each one linked to a distinct branch.

For example, in an enterprise content team, multiple users collaborate on entries. A defined workflow ensures a clear and consistent flow of content from creation to publication across all digital properties.

Key Features

Workflows provide flexibility and control over how content moves through its lifecycle.

• Stage Definition: Create and name stages that represent key phases of your content process, such as Draft, Review, and Publish.
• User and Role Assignments: Assign specific users or roles to workflow stages to clarify ownership and responsibilities.
• Approval Rules: Add publishing approval conditions to ensure that only authorized users can approve or publish entries.
• Prevent Self-advancement: Require at least two distinct reviewers before content moves to the next stage. This promotes accountability and helps maintain higher content quality and compliance standards.
• Branch-Specific Workflows: Create workflows for specific branches to help teams manage content independently across environments.
• Task Management: Track pending actions through the Tasks page, where assigned users can access and move entries between workflow stages.

Note: Workflows are available only if included in your plan. Only the Stack Owner, Administrator, and Developer roles can create workflows.

How Workflows Work

After you define a workflow and assign a user to the next stage, that user receives a Workflow Task. From the Tasks page, they can:

1. Open the assigned entry.
2. Review its content.
3. Move the entry to the next stage in the process.

Each stage transition is captured in the Audit Log, providing visibility into who moved an entry and when. This helps maintain traceability throughout the workflow.

Tutorial Video