GAIN allows you to create approval workflows for your content. You can add one or more approvers and combine them into multiple approval rounds with special rules if needed. It is flexible enough for simple, one-person approvals or complex multi-person workflows.
Here's a typical approval process setup for an agency working with a large brand:
This example assumes that the content is being managed and created by team members that work under the direction of a lead Social Media Manager, who is the first step of internal approvals.
Note that each stage of the process, called a Round, has some options that affect how it works:
- Everyone must approve / any single person can approve - When the round is set to everyone must approve, every single person must give the ok to the content before the process can continue to the next round. When the round is set to any single person can approve, as soon as one of the approvers gives the ok, the whole round is marked approved.
- Auto advance to next round after approved - with this option selected, as soon as a round is approved Gain will automatically move to the next round (including sending the appropriate notifications to the approvers in the next round). When this option is off, the post will be marked "ready for next round" and it is up to you to manually continue the approval process.
- Auto schedule post after all approved - with this option on, the post will be automatically scheduled (assuming you've set a future publishing date for it) once all rounds have been approved. When this option is off it is up to you to manually schedule the post.
You could set up the approval process manually for each post, but that would be a cumbersome task. To help with this, GAIN lets you define approval templates that you can then use on individual posts.
To manage approval templates, go to the Approval Templates section of the brand:
To create an approval template, do the following:
- Click on "Create New Template".
2. A new blank template will appear. Click the "Add new approval round" button.
3. Select a user from the drop-down list and then click Add. Only people that have approval access to this client will appear here.
Now your first approval round is created:
4. Click the "Change Name" link to give the newly created approval round a meaningful name. You can always rename this in the future as needed.
5. Continue adding approvers or creating new rounds to your liking. You can also select other round options such as everyone/anyone approval, auto-advance to next round, and auto-schedule (all explained at the beginning of this article):
6. Finally, add a meaningful name to the approval workflow:
That's it. Now when you send posts to approval you simply select the workflow you created.