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February 8, 2025
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5 Steps for Automating Content Approval
Automating content approval can save up to 70% of the time spent on manual processes. By using tools like Planable or Filestage, you can reduce approval times by 50% and eliminate common bottlenecks like unclear roles, version control issues, and communication delays. Here’s a quick overview of how to streamline your workflow:
Step 1: Review Your Current Process – Map roles, identify delays, and pinpoint inefficiencies.
Step 2: Choose Automation Software – Look for tools with workflow management, version control, and real-time collaboration features.
Step 3: Build Your Workflow – Set clear approval stages and create visual diagrams for smoother execution.
Step 4: Set Up Alerts – Automate notifications for tasks, deadlines, and status updates.
Step 5: Test and Improve – Run tests, adjust settings, and track metrics like approval time and revision cycles.
With the right tools and approach, you can create a faster, more reliable content approval process while maintaining quality. Keep reading for actionable tips and detailed steps to get started.
How to build Power Automate Approval Workflows for SharePoint
Step 1: Review Your Current Process
Before diving into automation, take a close look at your current content approval workflow. This will help you spot areas where things slow down and figure out how to make the process smoother.
Map Team Roles and Tasks
Start by documenting what each team member is responsible for in the approval process. Create a visual diagram to show how tasks move between people. This makes it easier to see who does what and where potential issues might arise.
Make sure each role has clear ownership of specific tasks. When responsibilities are well-defined, it’s less likely that tasks will be missed or delayed.
Find Process Delays
Digging into your workflow can reveal some surprising inefficiencies. Common trouble spots include:
Communication gaps: Feedback takes too long to arrive.
Version control issues: Confusion caused by multiple drafts.
Approval overload: Too many people involved in decision-making.
Manual tracking: Wasting time checking the status of content.
“When team members and stakeholders are unclear about their roles in the approval process, tasks can slip through the cracks.”
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To pinpoint these delays, review your recent projects. Look for patterns, like tasks getting stuck at specific stages or taking longer than expected to progress. Pay special attention to handoff points – these are often where delays happen.
Hold a team review session to discuss inefficiencies. Use this session to document delays and get input from everyone involved. This information will be crucial when setting up an automated workflow to fix the issues.
Step 2: Choose Automation Software
Picking the right software is a game-changer for setting up an automated content approval workflow.
Key Features to Look For
When exploring automation software, prioritize tools with features that make your content approval process smoother:
For teams managing diverse content types, look for platforms that cater to your specific needs.
“When team members can collaborate in real-time with automated notifications and clear approval pathways, we’ve seen content approval times decrease by up to 60%.”
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Things to Keep in Mind
Here are a few factors to consider when selecting your automation tool:
Scalability and Budget: Whether you’re a large team needing robust tools like Celum or a smaller group with basic needs met by Grammarly, pick software that fits your scale and budget.
Refer to : 9 best approval software for creative and marketing team Blog by PlanableÂTechnical Support: Check the vendor’s training materials and support availability to ensure smooth onboarding.
Integration: Make sure the tool works well with your current tech stack.
Start small with a pilot program before rolling it out across the company. Once you’ve chosen the right software, you’ll be ready to design a workflow that fits your team perfectly.
Step 3: Build Your Approval Workflow
Automation tools can simplify the process of implementing structured workflows, helping ensure your content moves smoothly from creation to publication while maintaining consistency and efficiency.
Set Approval Steps
An effective approval workflow starts with clearly defined checkpoints that suit your team’s needs. Here’s a simple structure for your approval stages:
Tools like Planable or Celum can help assign role-based permissions, reducing bottlenecks and keeping everyone accountable.
“By putting your content through a rigorous approval process, you’re more likely to spot any errors and inconsistencies before it’s published.”
Create Process Diagrams
Visualizing your workflow can make it easier to understand and follow. Tools like ReviewStudio provide user-friendly interfaces for mapping out workflows. When designing your diagram:
Identify the main approval checkpoints.
Include ‘approve/reject’ decision points.
Outline escalation paths for exceptions.
Automation tools can also notify stakeholders automatically and provide visual boards to track progress. Templates from platforms like Celum can save time and make your process clearer.
Once your workflow is mapped out, focus on smooth execution with alerts and active monitoring to keep everything on track.
Step 4: Set Up Alerts and Monitoring
Setting up alerts and monitoring is key to keeping your automated content approval system running smoothly and ensuring everyone stays on track.
Configure Alert Systems
Today’s tools let you customize alerts for specific triggers and roles, so notifications go to the right people at the right time.
“By putting your content through a rigorous approval process with automated notifications, you’re more likely to maintain consistent turnaround times and prevent bottlenecks in your workflow.”
Filestage is a great example of this in action. Its system lets you set up custom review steps with role-specific alerts. This way, team members only get notifications that matter to them, cutting down on unnecessary distractions.
Refer to: How to create and manage a content approval workflowÂ
Enable Progress Tracking
Track every step of the process – from revisions to approvals – to ensure transparency and accountability. Tools like Ziflow provide an audit trail that logs every interaction, from the initial submission to final approval.
Refer to: 18 Best review and approval software in 2024 blog by marker.io
For better efficiency, connect your tracking system to your project management tools. This consolidates all your approval data and helps you spot delays as they happen.
Once you’ve set up alerts and tracking, you’re ready to test and fine-tune your workflow for better results.
Step 5: Test and Improve
Testing is key to making sure your automated workflow works as planned and aligns with your team’s needs. With alerts and monitoring in place, it’s time to put your workflow to the test in practical situations.
Run Initial Tests
Choose a test group that reflects the various roles involved in your content approval process.
During these tests, focus on the following:
Notification effectiveness: Are notifications timely and relevant?
Permission settings: Does each role have the right level of access?
Workflow efficiency: Spot any delays or hiccups during stage transitions.
Integration performance: Check how well your automation tools interact.
Make Adjustments
Use the test results to fine-tune your workflow:
Workflow adjustments: Simplify approval stages and tweak notification settings based on how they’re used.
User permissions: Revisit access levels to avoid unnecessary delays.
Automation rules: Update triggers and actions to improve overall efficiency.
Track the impact of these changes using measurable data, such as:
Time spent in each approval stage
Total time for the approval process
Number of revision cycles
User activity within the system
Once you’ve made the necessary updates, your workflow will be ready for full deployment.
Conclusion: Making Automation Work
Steps Overview
The key to success with automation is choosing tools that fit your team’s needs. Tools like Planable, Filestage, and Celum provide workflows you can tailor and integrate easily, making them great choices for diverse teams [2][3]. Combining automation with human oversight helps maintain quality and boost efficiency [1].
Once you’ve set up the basics, the focus shifts to regularly refining your processes to keep things running smoothly over time.
Next Steps
To keep your automated workflow effective, set up a clear schedule for reviews and adjustments. Track important metrics like these:
Gather input from your team and stakeholders regularly. Use their feedback to make small, meaningful updates to your workflow. Automation should support your team, not replace their expertise or decision-making [1][3].
Keep your system flexible by:
Updating workflows and exploring new automation tools
Training new team members thoroughly on the system
Documenting all processes and procedures clearly
Adjust your approach as your needs change, ensuring everything aligns with your business goals [1].