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

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

Example workflows for digital projects

GatherContent is a great tool to plan and organise content for your digital projects. It will help you get content ready whilst your project is being designed and/or developed. For project based content, your workflow will likely follow this essential process:

  1. Draft
  2. Review
  3. Edit
  4. Approved

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 digital projects:

New website content workflow

A brand new site means a fresh slate for content, your workflow may look like this:

  1. Content brief - This stage could be used during your content planning stage when you define the structure of the content required, letting contributors know what they need to provide
  2. Draft
  3. Review by Subject Matter Expert (SME) - This could be a department in your organisation or external resource
  4. Edits required - Reviewers can use this stage to communicate that the content needs attention or skip to the next stage if it is approved
  5. Approved by SME
  6. Review by Marketing - You may or may not have several rounds of review that your content must pass through such as SMEs, Marketing, Legal, Compliance etc.
  7. Edits required - Editors can use this stage to notify that updates are required before content can be approved
  8. Approved by Marketing
  9. Ready to publish to CMS
  10. Live on CMS

Website redesign content workflow

A website redesign content workflow will differ from a new website project because you will have existing content to review, it could look like this: 

  1. Content brief
  2. Content imported - Use this stage to let your team know that there is existing content for this page that can then be updated in the draft stage
  3. Content required - Use this stage to let you team know there is no existing content to work from and new content should be created in the draft stage
  4. Draft
  5. Review
  6. Edits required
  7. Approved
  8. Live on CMS

CMS re-platforming content workflow

If you are re-platforming your website to a new CMS you will potentially have a lot of existing content to reorganise and consider in your workflow: 

  1. Content imported
  2. To be archived - Use this stage to communicate which content will not be transferred to your new CMS
  3. To be edited - Use this stage to communicate which content needs to be updated for the new CMS
  4. New content required - Use this stage to communicate where new content needs to be created
  5. Draft
  6. Review
  7. Edits required
  8. Approved
  9. Live on new CMS

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 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

Example project workflow for content governance such as maintaining website content or help centre documentation

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