User Guide: Configuring Approval Workflows

Approval workflows ensure content is reviewed by the right stakeholders before publishing. This guide covers configuration for workspace administrators.

Creating a workflow

Navigate to Enterprise Governance > Workflows and select “New workflow.” Give the workflow a name, for example “Paid Media Creative” or “Patient Communications,” and define which content types or projects it applies to.

Adding approval stages

Each workflow consists of one or more stages, such as Brand Review, Legal Review, or Regional Sign-off. For each stage, assign specific reviewers or a reviewer group, and choose whether the stage runs sequentially after the previous stage or in parallel with it. Parallel stages are useful when reviewers do not depend on each other’s feedback, such as brand review and legal review happening simultaneously.

Setting escalation rules

Configure an optional escalation rule for each stage, for example, automatically notifying a backup reviewer if the primary reviewer has not responded within a set number of business days. This prevents a single unavailable reviewer from blocking a whole workflow.

Applying a workflow to a project

When creating a new project in any studio, select the applicable workflow under Project Settings > Approval Workflow. The project will automatically route to the assigned reviewers once submitted, and the project owner will see real-time status as each stage completes.

Reviewing the audit trail

Every workflow action, submission, approval, rejection, comment, is logged automatically. Administrators can export a complete audit trail for any project or date range from Enterprise Governance > Audit Log, useful for compliance reporting and for diagnosing where content tends to get stuck.