How workflows boost efficiency and provide peace of mind

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Publishing via a content management system (CMS) is usually a team effort, with a lot of moving pieces. Things can easily go awry if the review and approval process isn’t laid out properly.

Picture it now and shudder: posts going up riddled with typos, or containing faulty information, or revealing sensitive company information that would have been flagged if only the right approval workflow were in place.

Brightspot allows users to create customized workflows for each content type, such as articles, videos and galleries. Designing these automated processes to suit your team is how you can ensure that the right people see and approve all content before it goes live, preventing those nightmare publishing scenarios that keep you up at night.

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Inside Brightspot: Workflows overview

How workflows actually work

Brightspot’s workflow creation tool features an easy-to-use drag-and-drop interface.

You click to create boxes that represent statuses, such as “new,” “submitted,” “rejected” and “published,” then drag to connect the boxes with directional lines that represent actions. “New” will likely be connected to “submitted” with a “submit” action, while “submitted” will lead to “published” with a “publish” action.

Each status can have more than one action attached to it, which means there may be several options at each step. For example, you might give an editor the option to publish, reject, request a revision, or seek an approval on a submitted piece. Crafting these helps you ensure that no essential steps are skipped.

The power of permissions, notifications and previews

Brightspot workflows can make full use of the permissions, notifications and preview functions, which allow those controlling the process to digitally tap people on the shoulder when they’re needed.

Permissions work by assigning each status in the workflow to a certain person or team, so that only specific people can take particular actions, and the correct authorities are vetting each piece of content at the appropriate stage before it goes live. For example, only those approved to publish a piece will be able to see “publish” as an option in the pull-down menu on their dashboard. Specifying who is in charge of each step keeps things streamlined and allows you to narrow down the amount of work each team or person is responsible for.

Notifications help ensure nobody misses steps in the process. These alerts let people know when they have an action pending and can be sent via email or within the CMS. After all, there’s nothing worse than waiting ages for a busy gatekeeper to give something the thumbs-up. Plus, sluggish approvals can make a piece obsolete before it’s even published if the content is related to current events or news.

Brightspot’s preview function streamlines the process of seeking approvals from certain people in the company who aren’t as familiar with the workings of the CMS, such as senior leadership who generally stay out of the publishing process. The preview function allows an editor to send a link with an “as it will look” snapshot to particular people for review. This can be integrated into the workflow to ease approvals at the highest levels.

Making workflows work for you

Brightspot’s workflow function allows you to establish review and publishing processes that work exactly how you need them to. You can set up workflows for nearly anything you create in Brightspot: videos, images, articles, infographics, galleries, etc.

If you manage more than one site, each workflow can be applied to all your sites or assigned to a particular one. Each can also be applied to one or more than one type of content; if articles and infographics need the same workflow, for example, a single one can apply to both simultaneously.

Workflows are also editable over time, so it’s no problem to tweak the process to increase your security, improve efficiency, or accommodate new team members. All it takes is some dragging and dropping and setting of permissions.

The system also integrates widgets that can be customized so you can see where content is in the workflow. If you need to find a particular piece of content that’s making its way through the process, you can use the search visibility feature that allows for seeking out a specific item in the workflow.

The workflow function in Brightspot is designed to enable the process and view that each company, team or user wants. It offers the ultimate customizable, streamlined content-creation functionality. And it does all this without overwhelming anyone with confusing directives, unnecessary tasks or overly complicated interfaces.

Brightspot makes it easy for your work to flow within required parameters. By establishing easy-to-follow, business-specific workflows—all without the help of a developer—editors take greater control of the editorial process. Your team will thank you, and—just as important—you’ll be sleeping peacefully at night.


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