In GatherContent, workflow makes the status of your content crystal clear. Workflow is the set of statuses that can be applied to items in your project to communicate their progress.

The default workflow will depend upon the project type that was selected when the project was created.

The default workflow will depend upon the project type that was selected when the project was created.

Example workflows for content governance

GatherContent is a great tool to manage the governance of content and ensure your content is up to date and accurate. In content governance, your project workflow will likely follow this essential process:

  1. To be updated
  2. Draft
  3. Review
  4. Edit
  5. Approved
  6. Live

We encourage you to customise your project workflow to match your team's content production process. Here are some example workflows by different types of content governance projects:

Maintaining website content workflow

You can use workflow in GatherContent to keep track of what content is live and to send reminders when content should be reviewed for accuracy once it's been live for a set period of time:

  1. To be updated - Use this stage to notify contributors when content needs to be updated
  2. Draft
  3. Review
  4. Edit
  5. Approved
  6. Live - Use this stage to keep track of what content is live
  7. Accuracy check - Set deadlines with this stage to send reminders when content needs to be reviewed for accuracy. If there are no edits required, shift it back to 'Approved' or 'Live' or into 'To be updated' if edits need to be made. 

Maintaining help centre documentation workflow

Help centre content will need to change as often as changes are made to your product or services. Workflow for a project like this may look like this: 

  1. New brief - Use this stage when a new article/doc is required  
  2. Published and needs updating - Use this stage when a change means existing documentation needs to be updated
  3. Draft
  4. Review
  5. Edit
  6. Approved
  7. Live

You can customise your workflow as much or as little suits for your project. We recommend that before content production begins you should agree your content workflow with your team and then setup your GatherContent project workflow to reflect this. This helps keep everybody clear on responsibilities and the review process.

Further Reading

How to translate your project workflow into GatherContent

Customising project workflow

Example project workflow for digital projects such as new websites, website redesigns and CMS re-platforming projects

Example project workflow for ongoing content production such as blog posts, newsletters and case studies

Example project workflow for marketing campaigns such as email campaigns, adverts and landing pages

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