The Content Approval Workflow, Step-by-Step
Learn how content moves from producer to reviewer in Learn. This article explains how to assign both roles and which actions each person can take during review.
What is the content approval workflow?
To ensure all training materials are accurate and meet your organization's standards, the GFoundry Learn module includes a structured approval workflow. This process ensures that content is formally reviewed before it can be published to learners.
The approval workflow lets one person create and edit Learn content, while another person reviews it before publication. It is designed to separate content creation from content approval.
On the content details page, you can assign a Producer and a Reviewer. The producer can create and edit the content and send it for review, but cannot publish it. The reviewer can start the 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 reviewer?
Open the Learn content you want to manage, then click Edit on the content details page.
In the content form, fill in the fields for Content Producer Name and Content Reviewer Name. Save the changes when you are done.
Once these roles are set, the workflow can be used to move the content through creation and review.
How does the content approval process work?
Here is the step-by-step guide to the approval process.
Step 1: Content Creation (Producer)
The workflow begins with the Producer. This user creates a new "Learn Content" item and adds all the necessary components, such as slides, videos, and quizzes.
During this stage, the content is in a draft state and can be freely edited by the Producer.
Step 2: Assign a Reviewer (Producer)
Before submitting the content for approval, the Producer must assign a Reviewer. This is done within the content's settings and determines which user will be responsible for validating the material.
Step 3: Submit for Review (Producer)
Once the content is ready, the Producer submits it for review. At this point, the content's status changes, and it becomes "locked" for the Producer, who can no longer make edits unless the Reviewer returns it.
Step 4: Conduct the Review (Reviewer)
The assigned Reviewer is notified that a piece of content is ready for their evaluation. They can now access the content to check it for quality, accuracy, and completeness.
Step 5: The Decision (Reviewer)
After evaluating the content, the Reviewer has three options:
Approve: If the content meets all standards, the Reviewer approves it. The content is now marked as "Approved" and is ready for the next and final stage.
Reject: If the content is not suitable, the Reviewer can reject it. They should provide feedback explaining the reason for the rejection. The content is sent back to the Producer in a draft state.
Return for Edits: If the content requires changes, the Reviewer can return it to the Producer with specific feedback. This unlocks the content, allowing the Producer to make the necessary edits before submitting it again.
What happens after the producer sends the content for review?
The producer creates or updates the content first. When it is ready, the producer sends it for review.
The reviewer then opens the content and starts reviewing it. From there, the reviewer can make changes if needed, approve the content, reject it, or send it back to the producer for more work.
Only the content approval steps belong to this workflow. Other actions such as duplicate, archive, preview, or share are separate content actions and do not change the review process itself.
What happens next after approval?
Once a piece of content is officially "Approved," it is ready for a Publisher. The Publisher can then take the final step of making the content live and visible to the assigned learners.
Content Approval Workflow