The approval flow puts a person between a draft and the live website. You send a blog post to one or more reviewers, they approve it or ask for changes, and you see their response in the AI App. This article covers the sending side. What reviewers see is in Requesting client reviews.
Before you start
Ask your agency admin to set the default reviewers for the website in Accounts. The AI App fills them in for you. See Setting approvers per website.
Users with the Reporter role can't publish directly. Their posts always go through approval. See Roles and permissions explained.
Post statuses
Status | Meaning |
|---|---|
Draft | The post is being worked on and is not on the website. |
For Approval | The post is waiting for a review decision. |
Scheduled | The post has a publication date in the future. |
Published | The post is live on the website. |
Posts that are sent for approval also get a Pending Review badge in the Posts overview.
Sending one post for review
Open the post in the blog editor.
In the icon row at the bottom, click Request review.
The panel "Submit a review request to get permission to publish" opens. It is filled in from the website's approval settings:
to: the reviewers' email addresses.
CC: your own address, plus any CC addresses from the approval settings.
Msg.: the default message.
Optional: set a Target Deadline, click a recent address under Last email recipient:, or change the message.
Click SEND NOW.
You see "Email sent successfully. Back to the editor...". The reviewers get an email with a link to the review page.
If the message is empty, you see Missing Requirements: "Missing email message or there are no reviewers added." SEND NOW stays disabled until there is at least one address under to.
Sending several posts at once
Open the Posts overview. See The Posts overview: finding and managing posts.
Click the checkbox button (Select multiple posts) in the toolbar. On a phone, tap ... and then Select Posts.
Tick the posts you want to send.
In the bar that appears, click Send for Approval.
In Send Posts for Approval, check the fields:
To: filled in from the website's approval settings. Type an address and press Enter to add more, or click one under Last used (click to add):.
CC (optional): starts with your own address.
Message: filled in from the approval settings.
Check the list of included posts and click Send Approval Request.
You see Approval Request Sent. If only some posts could be sent, you see Partially Sent with the number that failed. The form asks for "At least one recipient email is required." and "A message is required." when those are missing.
How Reporters submit posts
When a user with the Reporter role clicks Publish in the blog editor, the review panel's button reads Submit for approval instead of publishing. After submitting, the Reporter sees "Your blog has been shared with the person responsible for approval". The reviewer can then approve and publish the post in one step.
Reporters don't see Request review or batch selection.
Following up on your requests
In the blog editor
Click Reviews in the icon row to open Blog Post Review ("Feedback from approval process."). It shows each version you sent and, per reviewer:
the status: "The blogpost is approved.", "Waiting for feedback." or "The blogpost is rejected.",
whether the link was clicked and when the email was seen,
Last Activity (Opened/Reviewed),
Check Remark to read the reviewer's remarks,
Review changes to compare the original with the reviewer's edits. In View changes, click Load this version in the editor to take over their version.
Click Publishing history to open Blog Post History, which logs events such as "Sent for approval on" a date, by you, to a recipient.
In the Posts overview
Choose For Approval in the status filter to list posts waiting for a decision.
Reviews requested from you
If someone sent a post to you, it appears on the dashboard in Pending For Approval: "Showing all reviews requested from you."
Each item shows the post title, Requested by: and Requested on:.
A seen badge means you opened it. A reviewed badge means you already responded.
The first three requests show on the dashboard. Click + N More Updates or the block title to see all of them.
Click a request to open the review page in a new tab.
In the full list, click the trash icon to remove a request from your list. There is no confirmation.
Tips
Send posts for approval as soon as they're ready, and set a Target Deadline so the reviewer knows when you need an answer.
If reviewers aren't filled in, the website has no approval defaults yet. Ask your agency admin to set them in Accounts.