After exploring this article you will be able to pick and tailor your approval workflow, thus elevating your collaboration speed and streamlining the whole process.
First of all a quick refresher on what Approval is:
We refer to Approval as the ability of a user to give a virtual thumbs-up for a post to be published. It's one of the main pillars of collaboration found within our tool.
If you've ever seen it ( ✅ ) you know what it is, it's our way of saying "We've done it, now we can show it to the world"
- Cool, what is an Approval Workflow and where can I find them?
- Great Question! It's a pleasure to share knowledge with you!
An Approval Workflow encompasses all the different settings that a Workspace has in place to make sure the Approval process works as close to the user's wishes as possible.
To discover all of the possibilities make sure to navigate to Approval Settings either from one of your existing Workspaces, or from the Dashboard.
Option 1. Access Approval Settings from Workspace
Option 2. Access Approval Settings from your Dashboard
If you follow the same steps as above and can't seem to find the settings it might be a sign that you do not have administrative permissions for your Workspace, so be sure to forward this article to the Workspace Owner. They'll be sure to thank you if you do!
There are 4 ( four ) types of Approval Workflows, each with its charm and twist to it, so don't take your eyes off the screen, and buckle up for the information highway!
First Stop - No Approval Workflow (None)
No Approval is the way to go if you are a one man team, if you are your own boss. Simple, efficient and straight to the point!
If you use the No Approval Workflow nobody has to approve your posts, nobody can do it even if they tried it, check it out for yourself.
No Approval Post
Notice there is not green checkmark ( ✅ ) next to the post.
Feels kind of lonely, but in a good way.
Approval Workflow #2 - Optional Approval
Best fit for flexible teams who want to up their collaboration but don't shy away from having to roll up their sleeves and do things by themselves once in a while.
Posts can be scheduled and published with or without approval - it's a free for all. Do whatever is most convenient at the moment and don't sweat the deets.
You can request approval on posts by hovering on the Approval icon, and then clicking on "Request Approval" in the tooltip that appears.
But since Approval Workflow is set to Optional, that doesn't mean that you can't schedule and publish posts at will, even if no Approval was granted to the post.
Notice that the above post is not approved ( no ✅ ) , but it was still scheduled (Facebook logo is colored in and 🕒 icon is present).
Approval Workflow #3 - Required Approval
This Workflow is tailored towards teams who have a strong sense of responsibility and who demand their posts be granted the sign of approval by someone.
Marketers working closely with their clients will find this very indispensable, marketing teams with some sort of hierarchy might find this useful and I'm sure you can think of a way this might be useful for you.
If your Workspace is using this Workflow, then no post can be scheduled or published without the green light from at least one Approver.
You can request approval same as before:
But this time you won't be able to schedule or publish the post if it's not approved.
Notice that the same "Requesting approval" popup appears when hovering on the Schedule accompanied with a description of the situation.
Approval #4 - Multiple Levels Of Approval (Enterprise Only)
We already have a comprehensive article on it, so check it out if it is something you are interested in.
Useful Workflow Settings
If you've selected an Approval Workflow other than None you will find that in the same Approval Settings there are a couple tweaks that you can do to further customize the way you collaborate with your team.
1. Who can approve Content?
Pretty straightforward. Manage who has the ability to approve, and who does not have this extra burden on their shoulders.
2. Lock Content after Approval
Make it so the Approver's word is final. Limit everyone's ability to change anything about the post (text, media, date-time, order of images, url of links etc.) after it has been approved.
3. Auto-schedule posts on Approval
Two birds with one stone. After clicking on the Approve button, the post will be scheduled automatically ( Given that it had a time set, and that time was in the future)
That's everything you need to know about Approval Workflows, if you still have some questions or if you enjoyed the article feel free to contact us using Intercom ( green button, bottom left corner ) , we'll be glad to talk to you either way !
Q: How many approvers should approve a post for it to be approved?
A: Unless you're using Multiple Levels of approver, the answer is 1 (one).
Q: I've approved a post and noticed a typo afterwards, Lock Content after Approval is set, what should I do?
A: Unapprove the post, correct the typo ( or contact someone to do so ), Approve it back.