The Content Approval Workflow, Step-by-Step
Learn how a Learn Content moves from producer to revisor to publication, which status it has at each step, and who can act at each step.
What is the content approval workflow?
The approval workflow separates content creation from content approval. One person creates and edits the content (the producer), another reviews it (the revisor), and a Publisher or Learn Manager publishes it.
The producer can create and edit the content and send it for review, but cannot publish it. The revisor can start a review, edit the content, approve it, reject it, or send it back to the producer, but cannot publish or unpublish it.
How do I assign the producer and revisor?
Open the Learn Content and click Edit.
In Content Producer, a Learn Manager uses Assign Producer to choose the producer. When a Producer creates a content, they become its producer.
In Content Revisor, the producer or a Learn Manager uses Assign Revisor to choose the revisor. A producer cannot choose themselves.
Click Save. If no revisor is chosen, any user with the Revisor role who is not the producer can pick up the review.
How does the content approval process work?
Step 1: Content creation (Producer)
The producer creates a new Learn Content and adds its blocks, such as slides, videos and quizzes. The status is Building, and the producer can edit freely.
Step 2: Choose a revisor (Producer)
Before submitting, the producer chooses the revisor in Content Revisor.
Step 3: Submit for review (Producer)
When the content is ready, the producer clicks Send for review. The status becomes Waiting review and the content is locked for the producer.
Step 4: Start the review (Revisor)
If a revisor is assigned, they receive a notification in the backoffice. The revisor opens the content and click Start reviewing. The status becomes Under review, and the revisor can now edit the content to fix quality, accuracy or completeness.
Step 5: The decision (Revisor)
Approve: the content meets the standards. The status becomes Approved, and it is ready to be published.
Reject: the content is not suitable. The status becomes Rejected. The revisor or a Learn Manager then clicks Send back to producer, and the content returns to Building so the producer can change it and send it for review again.
Neither action has a comment field, so agree with the producer on how you will share your feedback.
A Learn Manager can also click Send back to producer while the content is waiting review, under review or approved.
What happens next after approval?
An Approved content is published by a Publisher or a Learn Manager with Publish. The status becomes Published and the content becomes available to its audience.
A Learn Manager can also publish a content directly from Building, without the review.
Other actions, such as Duplicate, Archive or Preview & Share, are separate from the review and do not change it.
Content Approval Workflow
See User Roles and Permissions in the Learn Module for what each role can do.