Content approval is a process that exists in all industries and organization. Content creation includes any creative asset, a written article, a social media copy, as well as any other document that must be approved prior to publication or use.
To begin the content approval process, the content manager assigns tasks (with their due dates) and specific work items to each content producer – in this case, a writer. The writer receives an email notification of his or her task. An email is preferred because it is easy to use and allows records of assignments to be kept.
Once the content is completed, the writer reviews the content and if necessary, seeks clarifications from the editor.
Next, the writer submits the first draft of the content to the editor. In most content approval cycles, there will be at least one round of edits. Set up a system that will allow the editor to make edits and return the submission to the writer for additional changes if necessary.
Once the necessary changes have been made, the writer then returns the content to the editor for another review. On getting the content, the editor can either accept or reject the content. If the editor approves the content, then it is formally accepted, but if the content is rejected, the writer must make more edits. This cycle of edits can go on until the editor is satisfied with the content from the writer.
Once all the edits have been done and the content has been officially accepted, the content producer publishes the content.
Due to many approvers in the approval cycle, the manual method of content approval is full of delays and bottlenecks. But an automated system easily tackles this problem and makes the process more efficient.
Automated content approval system facilitates instant file sharing between the various personnel involved in the approval process. Once members of the workflow have completed their tasks, they can easily share their files with each other to reach a common business objective.
Additionally, if there a content that needs review, the system will automatically notify all the personnel involved in the review process, thus streamlining quality control and error prevention.
An automated system significantly reduces transition time within work-related activities, allowing employees to move on to the next task after completing their current task. This way, the speed of editing and delivery of accepted content for publishing is increased.
Content that is pending approval is automatically sent to the editor for review, and once the content has successfully gone through all the approval processes, it is delivered to the producer for publishing. This form of intelligent automated routing is only possible with an automated system. It reduces the chances of sending a content to the wrong recipient, thus limiting the exposure of sensitive information.
Giving entry-level employees access to all files of your organization could lead to a disaster. They may accidentally modify or misplace some of the files. But an automated system allows only qualified and authorized employees to access certain files, thus preventing unauthorized employees from committing such a serious clerical mistake.
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