STEP 2: SET PARAMETERS FOR AUTOMATING CONTENT APPROVAL AND CONTENT WORKFLOW
WordPress content approval workflow works precisely like real-world corporate workflows. When a task needs to be completed, there is a transparent chain of command. First, we have the creatives; second, supervisors oversee the work of a group of creatives; third, a project manager oversees the supervisors; fourth, the executive who the project managers report to, directly. In WordPress, the authors and contributors answer to an editor, and the editor is under the administrator.
Note: There is another level of user. If you are running a multi-site network, there is a role for the super admin who oversees all network activities.
Install a Workflow Plugin (or two or three)
- Install the following plugins: Publish Press, Publish Press Capabilities Pro, and Publish Press Checklist, and Oasis Workflow. Each Plugin performs a unique and essential role in your WordPress editorial workflow.
- To install a plugin, click on Plugin> Add New> Search for your desired Plugin> install and activate.
- Assign WordPress Roles: Go to Users> Add New> Author. Create Users who will be authors and repeat the same process (Users>Add New>Editors) for editors.
- Set author permission: With PublishPress Capabilities Pro, you can assign author permissions. Author permissions give the Author access to move work from one place to another as the work progresses. Ensure that you have installed Publish Press Capabilities Pro>> Go to the admin menu on your dashboard and click on 'Capabilities.' Set 'Control Custom Statuses' on. Second, in the center of your screen, you can choose the statuses available for your authors and your own post statuses. The statuses are: “Pitch, Assigned, In Progress, Pending Review.” Assigned refers to content that an editor has assigned to the author to write. In Progress refers to content that an author is working on at the moment. Pending Review refers to content completed by the author and is pending approval from the editor. Tick Pitch, In Progress, and Pending Review for your Author. Assigned must be left out as only an editor should be allowed to assign content or tasks.
Setting Editor Notifications for Editorial Workflow
Visit your dashboard. Click Publish Press> Notification>Add New. You will be taken to a Publish Press Notification setting page. Follow the instructions below to fill the ‘Notification Form':
- Tick “Notify my editors when there is a new content from authors.”
- When to Notify:
- You can use this feature to notify your editor, yourself (admin), and authors when content has been assigned. You can also set a notification for your editor when an author puts content in ‘In Progress’ or moves it from draft to ‘Pending Review.’
- This defines the subject of the notification. Make the subject short and simple; for example: “An author submitted a post for review.”
Publish Posts With Checklists or Parameters
With the Publish Press checklist, you can set automated checklists that an author's content must pass before it can even be sent to an editor. This process makes the job easier for your editor, as works submitted to him would have passed through an automated checklist. Checklists include Categories, Tag, Featured Image, and Word Count.