Content approval workflow for Tallyfy

End the chaos of marketing content approvals

Content gets stuck in review limbo when approvals happen through scattered email threads and chat messages. This 15-step workflow moves content from draft through editorial review, legal compliance, stakeholder sign-off, and publication with clear accountability at each stage.

15 steps

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Information Technology Approval

Run this workflow in Tallyfy

Import this template into Tallyfy and assign content creation to writers, editorial review to editors, and legal sign-off to your compliance team

Configure sequential deadlines from 1-7 days across the review stages and add form fields to capture approval notes and revision requests

Watch content progress through Tallyfy from brand guideline review through publication and track post-launch performance metrics

Import this template into Tallyfy

Process steps

Review brand and content guidelines

1 days from previous step

task

Before you start writing, pull up the company style guide, brand voice documentation, and content guidelines. You'll want to know the tone of voice, approved terminology, formatting standards, and any legal disclaimers this type of content requires. Getting familiar with these upfront saves you a lot of back-and-forth later.

Create initial content draft

3 days from previous step

task

Write your first draft following your brand guidelines. Keep your focus on clear messaging, what your target audience actually needs, and where you're placing your call to action. Make sure you've got all the required sections covered: headline, body copy, notes for supporting visuals, and meta descriptions for anything going online.

Proofread and self-edit content

4 days from previous step

task

Go through your draft carefully before anyone else sees it. Check spelling, grammar, punctuation, and make sure your facts are accurate. Verify that all your links work, statistics are properly sourced, and any claims you're making can be backed up. Run it through a readability tool to make sure it's written at the right level for your audience.

Submit content for editorial review

4 days from previous step

task

Upload your completed draft to the shared content review folder or system. Include a short summary of what the content is for, who it's targeting, and any specific areas where you'd like feedback. Tag the editorial reviewer and give them a clear deadline so the review doesn't stall.

Conduct editorial and brand review

5 days from previous step

task

Go through the submitted content and check it for clarity, accuracy, brand voice consistency, and whether it's hitting the campaign goals. Look for spelling and grammar issues, verify factual claims, and make sure brand terminology is used correctly. When you're documenting feedback, be specific - include line references and suggested revisions so the writer knows exactly what to fix.

Incorporate reviewer feedback and revisions

6 days from previous step

task

Work through all the feedback points from the editorial review. Make the suggested changes to improve clarity, accuracy, and brand alignment. Use track changes or version control so reviewers can see what you've updated. If there's any feedback you're choosing not to act on, note it down and explain your reasoning.

Resubmit content for final approval

6 days from previous step

task

Once you've made all the revisions, send the content back to the approval team for their final review and sign-off. Include any extra context or background info that might help them make their decision faster. Don't leave them guessing about what changed.

Obtain stakeholder and legal sign-off

7 days from previous step

task

Route the revised content to everyone who needs to approve it - legal, compliance, and any senior stakeholders. Make sure each person formally signs off before you move forward. Write down any conditions or disclaimers they require for publication, and double-check that the content meets your industry's regulatory requirements.

Format and stage content for publication

5 days from previous step

task

Format your approved content for wherever it's going - CMS, email system, social media, etc. Drop in images, videos, and other media assets. Set up your meta descriptions, alt text, and SEO elements. Build the final preview and go through it carefully to make sure links work, formatting looks right, and all your media displays the way it should.

Schedule publication date and time

5 days from previous step

task

Pick the best date and time to publish based on your content calendar, audience engagement data, and any campaign timing you need to hit. Get it scheduled in your publishing system. If you're running cross-channel promotion, loop in your social media and email teams now so everyone's ready to go at the same time.

Execute content publication

5 days from previous step

task

Hit publish at the scheduled time - or trigger it manually if that's how you're doing it. Once it's live, check that the content looks right on both desktop and mobile. Click through all the links, images, and interactive elements to confirm they're working. Also verify that your URL structure and canonical tags are set up correctly for SEO.

Announce publication to stakeholders

5 days from previous step

task

Let everyone know the content is live. Share the published URL and any tracking links they'll need. Give sales, customer success, and other teams a heads-up so they can reference or share it. Check that your social media and email promotion schedules are activated and ready to run.

Track initial content performance metrics

5 days from previous step

task

Keep an eye on your key performance indicators during the first 24-72 hours after publication. You'll want to track page views, engagement rates, social shares, and conversion metrics. Note anything unusual - patterns or issues that stand out. Record your initial benchmarks so you've got something to compare against when you look at long-term results.

Make post-publication updates and corrections

5 days from previous step

task

Fix any issues you find after going live - broken links, typos, factual errors, whatever comes up. Work through feedback from readers and stakeholders. When you make updates, keep your version history intact so there's a clear record. Note down any significant changes and why you made them.

Schedule content review

5 days from previous step

task

Set up a regular review schedule so your content doesn't go stale. You'll want to check that everything on the site is still accurate, up to date, and in line with where the company's headed. Putting this on the calendar now means you won't end up with outdated content sitting around for months before anyone catches it.