Managing all of your content creators, assigning tasks, monitoring progress, editing, approving and publishing all of your content items can all be handled in Mintent using the workflows editor.
How approval workflows work
Every content type has a unique process they go through from draft to publish. For example, blog posts might have 4 steps: draft, design (imagery), editing, publishing, where as tweets might only have two: draft and scheduled. In other instances you might have a complex web of approvals. Legal might have to get involved, or you might have to two different groups working on editing at the same time.
Regardless of the steps a content item goes through to get approved, Mintent can be customized to support each content type and their unique workflow.
Making workflow changes
Workflows can be customized either by a registered user with the proper admins rights, or by your dedicated Customer Success Manager of your account.
To learn more about how to make changes to your workflow, read our article on the Workflow Editor.
If you need further assistance, you may also contact us at firstname.lastname@example.org
Getting started: Documenting your workflows
For each workflow, your success representative will need to know:
- Content Types associated with each documented workflow
- The stage name you'd like to see displayed for each step in the workflow
- In what order you'd like each stage to appear in? The stage order allows you to add emphasis on the different importance that each stage has. Certain stages can be marked as an 'approval' stage or a 'working' stage; and you can also arrange the order in which you want certain stage(s) to appear first.
- Who's assigned to each stage? Assignment can be based on User role or a User’s name. For example, the concept stage could be assigned to an Author role which would automatically assign everyone in who has the author role to this stage. Or, you can assign an individual by default so that you don't need to worry about always manually assigning the same person each time you create a new content type.
How they'll appear in a calendar item
Once customized, for every new calendar item created the workflow associated with the content type for that item will automatically appear on the right hand side of the detail page.
Changing the assignment of a stage
When changing who is assigned to a stage, simply click the 'Modify' button:
Once the 'Assign' box opens, you can then edit the users you wish to assign to this stage. Once done, click Assign to save or Close to exit without saving.
Skipping a stage doesn't "complete" the stage, but bypasses it. There will still be an outstanding task for the original assignee to complete. Skipping a stage is helpful if you're managing out-of-office scenarios, but it's not recommended for every day content management.
If you find yourself continuously skipping stages, let email@example.com know and we can work with you to update your workflow to match your new process.
How Workflows get displayed on the calendar
Stage due dates and task deadlines
Each stage has a date associated with it. These become tasks assigned to each individual within that stage.
You can use the My Tasks tab on the top left of the Calendar to view the content items assigned to you across all items and what stage they're in for your own personal outstanding tasks.
The outstanding to-do's will appear in a list.
If you're looking for a Project View of all deadlines, across all stages, and all users, head to the Team Tasks view.
With the Team Tasks view, check marks and ! marks will appear to the left of every content item.
Checks indicate that the stage was complete on-time. A exclamation mark means that the content item has an overdue stage.
The target date is the date where your content item will appear on the editorial calendar.
If your content item enters Draft mode on January 1st, but the target date for publishing is set for January 20th, the 20th is where on the editorial calendar you'll see the content item appear.