Workflows & Approvals

Workflows are the backbone of Infloq's content management system. They define how content moves through your organization's review and approval process, ensuring quality control and compliance before content goes live.

Understanding Workflows

A workflow is a structured sequence of approval stages that content must pass through. Each stage can be assigned to different teams or individuals, creating a systematic review process that eliminates chaos and ensures accountability.

Key Components

• Approval Stages: Individual steps in the review process
• Approvers: Team members assigned to each stage
• Flow Type: Sequential or parallel processing
• Timelines: Maximum time allowed for each approval
• Checklists: Required items to verify before approval

Creating Workflows

Basic Workflow Creation

Learn to create workflows step by step here -> link

1. Navigate to Workflows > Create Workflow
2. Enter workflow details:
   • Workflow Name: Descriptive name for easy identification
   • Maximum Approval Time: Overall time limit for complete approval
   • Description: Optional details about the workflow purpose

Adding Approval Stages

For each stage in your workflow:

1. Click Add Stage
2. Configure stage details:
   • Stage Name: Clear description (e.g., "Legal Review", "Brand Approval")
   • Assigned Team: Select the team responsible for this stage
   • Stage Duration: Time limit for this specific stage
   • Required Checklist: Items that must be verified

Example Workflow Structure

Standard Content Approval Workflow

1. Content Team Review

   • Initial creative and technical review
   • Check for brand guidelines compliance
   • Verify content quality standards

2. Legal Team Approval

   • Compliance verification
   • Legal risk assessment
   • Regulatory requirements check

3. Marketing Team Sign-off

   • Brand alignment confirmation
   • Strategic messaging review
   • Final approval for publication

Workflow Types

Sequential Workflows

Content moves through stages one at a time:

• Stage 1 completes → Content moves to Stage 2
• Stage 2 completes → Content moves to Stage 3
• All stages complete → Content approved

Best For:

• Complex approval processes
• When later stages depend on earlier approvals
• Highly regulated content

Parallel Workflows

Content goes to all stages simultaneously:

• All stages receive content at the same time
• Each stage approves independently
• Content approved when all stages complete

Best For:

• Fast-track approvals
• Independent review processes
• Time-sensitive campaigns

Pre-Approvals

Pre-approvals add an initial review step before content enters the main workflow:

When to Use Pre-Approvals

• Quality Gate: Filter out low-quality submissions
• Brand Manager Review: Ensure basic brand compliance
• Technical Check: Verify format and technical requirements

Setting Up Pre-Approvals

1. In workflow creation, enable Pre-Approvals
2. Select pre-approver (usually Manager or Admin role)
3. Define criteria for passing pre-approval
4. Set time limits for pre-approval stage

Managing Approvals

Approval Actions

Each approver can take one of three actions:

1. Approve

• Content meets requirements
• Moves to next stage or completion
• Includes optional approval comments

2. Request Changes

• Content needs modifications
• Returns to submitter with feedback
• Includes specific change requirements
• Re-enters workflow after revision

3. Reject

• Content doesn't meet standards
• Returns to submitter for major revision
• Requires new submission to restart process
• Includes detailed rejection reasons

Approval Dashboard

Approvers access pending content through:

1. Email Notifications: Automatic alerts for pending approvals
2. Dashboard View: Central location for all pending items
3. Content Details: Full content view with submission history
4. Comments System: Communication with submitters and other approvers

Checklists

Checklists ensure consistent review criteria across all approvals.

Creating Approval Checklists

1. Define specific items to verify
2. Create clear, actionable checklist items
3. Assign checklists to relevant workflow stages
4. Require checklist completion before approval

Example Checklists

Legal Review Checklist

• No copyright violations
• Complies with advertising standards
• Meets platform-specific guidelines
• Includes required disclaimers
• No misleading claims

Brand Review Checklist

• Follows brand voice guidelines
• Uses approved messaging
• Includes correct brand assets
• Aligns with campaign objectives
• Maintains brand standards

Workflow Templates

Save successful workflows as templates for future use:

Creating Templates

1. Start with a proven workflow
2. Save as template with descriptive name
3. Include documentation about use cases
4. Share with team for consistent adoption

Using Templates

1. Select template when creating new workflow
2. Customize stages as needed for specific campaign
3. Adjust timelines and approvers
4. Save variations as new templates

Best Practices

Workflow Design

• Keep It Simple: Start with basic workflows, add complexity gradually
• Clear Naming: Use descriptive names for stages and workflows
• Realistic Timelines: Set achievable approval timeframes
• Regular Reviews: Update workflows based on team feedback

Team Management

• Clear Responsibilities: Define exactly what each stage reviews
• Backup Approvers: Assign alternates for each stage
• Training: Ensure all team members understand the process
• Documentation: Maintain clear guidelines for each approval stage

Performance Optimization

• Monitor Bottlenecks: Identify stages that consistently cause delays
• Adjust Timelines: Modify time limits based on actual performance
• Parallel Processing: Use parallel workflows when appropriate
• Automation: Consider automated checks for routine verifications

Troubleshooting Common Issues

Content Stuck in Approval

• Check assigned approver availability
• Verify notification settings
• Review approval stage requirements
• Consider escalation procedures

Inconsistent Approvals

• Strengthen checklist requirements
• Provide additional approver training
• Create clearer approval guidelines
• Implement quality checks

Timeline Overruns

• Analyze approval stage performance
• Adjust time limits realistically
• Add automated reminders
• Consider workflow simplification

Next Steps

• Campaign Management
• User Roles and Permissions
• Analytics and Reporting
• Team Management

Effective workflows are essential for scaling your influencer marketing operations while maintaining quality and compliance standards.