Workflows and approvals

Who can use this: Grow, Scale and Enterprise plans. Setting up a workflow needs permission to manage content types.

A workflow adds steps such as review and approval between writing an entry and publishing it.

Turn on a workflow

1. In the CMS builder, open a collection content type, or create a new one.

2. Turn on Supports Workflow.

3. Under Workflow, keep the default steps or add your own.

4. Save the content type.

The default steps are draft, in review, approved and published. Single types always skip workflow.

Move an entry through the steps

In the entry editor, the sidebar shows the steps you can move the entry to. Which ones appear depends on the entry's current step and your permissions.

• Moving forward goes one step at a time.

• Moving backward is always allowed.

• A published entry can return straight to draft.

• An archived entry can only return to review.

• An entry can return to draft only from the step right after it, or from published.

Let people skip steps

Turn on Allow overrides to let an entry move forward past steps.

Control who can move an entry

Each step needs a permission, which you set per role in Roles and organizations:

• Draft and in review: create, edit or approve content.

• Approved, rejected and archived: approve content.

• Scheduled and published: publish content.

• A step you add yourself gets its own permission, named after the content type and the step.

Someone who lacks the permission sees the error "You do not have permission for" that step.

Related

• Write and publish entries

• Content types and fields