Content workflow in District Engage helps you manage your community engagement projects and content from creation to publication. This article explains the content workflow process and the different roles involved in creating, reviewing, approving and publishing content.
Simplified Workflow Diagram:
Content Workflow Stages
District Engage uses a structured workflow to ensure content quality and accuracy before it reaches the public. Understanding these stages will help you manage your content effectively.
Key Workflow Stages
The main workflow statuses in the District Engage content workflow are: Draft, Sent for approval, Approved, Published, and Unpublished.
Draft
When content is first created, it exists in Draft stage. This is where you can:
- Create new content or participation tools
- Make edits to existing content
- Experiment with different layouts and designs
- Add blocks and groups to your page
Only internal users can see content in Draft stage. The public cannot see any content until it is Published.
Sent for Approval
Once content is ready for review, it needs to be sent for approval. At this stage:
- The content is locked for editing
- Reviewers are notified that content needs review
- The content is still not visible to the public
Approved
After review, content can be Approved if it meets all quality standards. When content is Approved:
- It is ready to be published
- It cannot be edited without creating a new draft
- It is still not visible to the public
Published
Approved content can be Published, making it visible to the public. When content is Published:
- It becomes visible on the public-facing website
- It can be viewed by all site visitors
- Statistics about views and engagement begin to be collected
Unpublished
If content needs to be removed from public view, it can be Unpublished. When content is Unpublished:
- It is no longer visible to the public
- It retains all its data and configuration
- It can be republished at any time
Which user roles can perform what workflow action?
Different roles have different permissions within the workflow. Understanding these roles will help you work effectively with your team.
Engagement Officer
Engagement Officers can:
- Create and Update project content in draft and send for approval
- Create and Update project participation tools in draft and send for approval
- Answer questions submitted by the public and publish these answers
Reviewer
Reviewers can approve or reject:
- New project content
- Edits to existing project content
- New project participation tools
- Edits to existing project participation tools
Publisher
Publishers can:
- Publish or unpublish new project content
- Publish or unpublish edits to existing project content
- Publish or unpublish new project participation tools
- Publish or unpublish edits to existing project participation tools
Project Manager
Project Managers have the combined permissions of Publishers, Reviewers, and Engagement Officers. They can also:
- Create projects
- Delete their own projects
- Publish or unpublish their own projects
Administrator
Administrators have the highest level of permissions and can perform all actions within the platform.
Workflow Process
The content workflow follows a specific process. See the workflow diagram below for a visual representation of this process.
Important Note
Child content publishing requires parent publication. This means that if there is child page content, it cannot be published without first publishing the parent page.
Tips for Efficient Workflow Management
- Always add descriptive revision messages when sending content for approval. This helps reviewers understand what has changed.
- Use the preview draft function to check how content will appear before sending it for approval.
- Regularly check your notifications to see if content needs your attention.
- When updating content, create a new draft rather than editing published content directly.
Troubleshooting Common Workflow Issues
If you're having trouble progressing content through the workflow, ensure that you have the correct permissions for your role. Contact your District Engage administrator if you need assistance.
Unable to Publish Content
If you cannot publish content, check:
- If the parent project is published (child content requires parent publication)
- If you have Publisher permissions
- If the content has been approved
Content Not Appearing on Public Site
If published content is not visible on the public site, check:
- If all parent content is published
- If the project itself is published
- If project restriction settings are configured correctly
Related Articles
For more information about content workflow, see: