Message Approval Workflows

New to Sprout Social? Learn more about our approvals workflow and social media team collaboration here.

Sprout's Message Approval Workflows help teams collaborate effectively by creating multiple step and multiple user workflows that enable submitting, reviewing and approving or rejecting outgoing messages.

Note: Message Approval Workflows are available on Professional and Advanced plans. Only users with the Administration Permissions Company permission can create Message Approval Workflows.

Note: ⚠️ This article covers Message Approval Workflows for publishing (outgoing posts). If you're looking for information on approving replies to incoming messages in the Smart Inbox, see Reply Approvals.

Whether you want to mitigate errant social posts, avoid grammatical errors or bolster an agency-to-client relationship, approving messages provides a great collaborative opportunity within the platform. 

To learn how to set up approval workflows for external approvals, read this Help Center guide.

Permissions

Define who has specific publishing abilities to specific profiles, as well as assign members of your team to approve messages for publication. You can manage these permissions as you invite each team member, or by selecting a team member in Users & Social Profiles.

Remember, you must have the Administration Permissions Company permission to create workflows.

To set up Approvers for Approval Workflows:

1. Navigate to Roles.
2. Give at least Read Only access to the Group.
3. Select Approve Others. 

If the Approve Others box isn't selected, users need Full Publishing permissions to approve posts. 

All users with access to a profile can be an Approver on steps in the workflow that aren't the final step.

Note on the "Approve Others" permission: The Approve Others toggle applies to publishing approval workflows only. It controls whether a user can approve outgoing posts submitted by other team members. This permission has no effect on inbox reply approvals. To become an approver for reply approvals, a user must have Can Reply permissions or higher on the relevant profile - the Approve Others toggle is not required and does not apply.

Settings

You have flexibility when it comes to building your workflows. You can build simple workflows with a single step and user, or complex workflows containing multiple steps with several users approving each step. 

To create a workflow:

1. Navigate to Account & settings > Settings > Approval Workflows.
2. Click Create New Workflow.
3. Enter a name for your workflow. For example, Marketing Workflow.
4. Add a step by entering a Name, and then adding Approvers from the dropdown.
5. Choose Any or All for approval sign off during the workflow step.
6. (Optional) Create an additional step by clicking Add Another Step, and repeat steps 3-5. If you need to delete a step, click .
7. Click the Save button once you've added all the steps in your workflow.

Note: If you want users with Full Publishing permission to bypass steps in an Approval Workflow, enable the toggle under Workflow settings prior to saving.

You can duplicate completed workflows by clicking and deleted by clicking . You can edit a workflow by clicking .

Submitting for Approval

Collaborate more effectively with your team on tone and content. Submit messages for approval if you need more eyes on your copy. Work effectively with clients and get the sign-off on important messages.

To submit a message for approval:

1. Create your post in Compose including your targeting options, adding media and updated metadata.
2. Navigate to the Publishing Workflows section in Compose.
3. Select the Approval Workflow you want to use from the dropdown.
4. Click Submit.

Note: You can save the message as a draft without submitting it for approval. To do this, enable the This is a Draft toggle without selecting approvers.

Team members in the Approval Workflow selected receive email and in-app notification when you submit your message.

Note: Users with the Publish permission for a profile aren't required to submit the message for approval, but they can if they'd like to have it reviewed by someone. Users with the Needs Approval or Can Reply permission are required to submit the message for approval.

Approving or Editing a Message

You can find messages awaiting approval in the Publishing section. These messages appear in the appear in the Calendar, Drafts and Needs Approval tabs.

Needs Approval

The Needs Approval section contains all of the messages waiting on review. Toggle visibility of messages across groups, specific Approval Filters, Authors, Workflows Asset Authors or Post Types with the Filter Menu.

Hover over a message to see available options for that message. As an approver, you can delete, duplicate, review Approval Activity, preview or edit any message.

As an author, you can see any message you submitted and edit or delete it.

Editing a Submitted Message

Click to open a Compose window.

As the original author, you can edit message content and select a different Approval Workflow, update schedule dates and times and the queue priority. You can't change the profiles selected in the Profile Picker and delivery method.

Keep in mind that a message submitted as a draft has to change to a queued or scheduled message before it can receive approval.

Note: If a submitted message doesn’t get rejected or approved before the originally scheduled time, it is automatically rejected. If a scheduled post has multiple post days/times, it stays in Needs Approval until the final time selected passes.  

Approval Activity
 

While a message is awaiting approval, the original author and anyone with the permission to approve the message can click on a message to view Approval Activity.

Approval Activity provides an additional layer of collaboration and visibility into the Approval Workflow by displaying when changes are made to a message, as well as any internal comments added by other team members. On the right, you can see which step of the Approval Workflow the message is currently on. 

You can approve, reject, duplicate or edit messages from this view. As changes are made, Approval Activity shows who made the changes. Adding internal comments from this view, notifies the post author. You can also tag other team members in these comments, and they receive an email notification.

If you choose to reject a message, you can add an optional note as to why, which is added to Approval Activity and emailed to the original author. All rejected messages move to the Rejected section in the left navigation bar. These messages can get edited and re-submitted for approval. 

Filter Approval Activity using the left panel. Choose to see all Approval Activity, only Message Updates, or only Internal Comments.

Note: This screen is only accessible up until the point when a message is finally approved. Once a message is approved and scheduled or queued, the Approval Activity view isn't visible.

Approval notifications

To keep things running smoothly and ensure messages are approved in time, Sprout automatically notifies message approvers and message authors of approvals requiring attention. These in-app notifications include:

• A daily notification that is sent each morning to message approvers if there are posts to approve. This notification includes a count of all the posts needing review in the next 24 hours. If all posts are approved, no notification is sent.
• A just-in-time notification that is sent each hour to message approvers if they have posts to approve.

Additionally, message authors also receive a new notification alerting them to expired approvals. This notification:

• Gets sent to a message author when a post wasn't fully approved in time for publishing. 

FAQs

Why can't I see the "Approval Workflows" option in my settings? Who can use Approval Workflows?

Approval Workflows are available on Sprout’s Professional and Advanced plans.

To create or manage Approval Workflows, a user must have the Company-level "Administration Permissions" enabled. If they don't have Administration Permissions, they can't see the Approval Workflows option in their settings. 

Why can't I skip the approval workflow step?

Even if you have Full Publishing permissions, you can't skip an approval step unless the workflow allows it.

To enable this option, go to your Approval Workflow settings and make sure "Allow users with Full Publishing permissions to skip steps on this workflow" is turned on.

Can I add someone who doesn't have a Sprout Social account as an approver?

Yes. On Sprout’s Advanced Plan, you can add up to 3 external approvers (people without a Sprout account) at no additional cost. 

To learn how to set up external approvers, check out this step-by-step guide: How do I enable the External Approvers Workflow?

 How does a team member submit a post for approval?

To submit a post for approval:

1. Create your message in Compose—add your text, media, targeting options, and any metadata.
2. Scroll to the Publishing Workflows section.
3. Select the appropriate Approval Workflow from the dropdown menu.
4. Click Submit.

Once submitted, all approvers in the selected workflow will receive an email and in-app notification to review the message.

What happens after a post is submitted for approval?

After a post is submitted for approval in Sprout Social, it moves to "Needs Approval" status.

Once approved, the post appears on the calendar as a scheduled message.

What happens when a post is rejected in the approval workflow?

When a post is rejected in Sprout’s approval workflow:

• The approver can add an optional note explaining the reason for rejection.
• This note is recorded in the Approval Activity and sent via email to the original author.
• The post automatically moves to the Rejected section in the left navigation menu.
• Rejected messages can be edited and re-submitted for approval at any time.

 Rejected posts are not lost. They remain accessible for revision and resubmission.

Can I edit a post that is pending approval?

As the original author, you can:

• Edit the message content
• Change the Approval Workflow
• Update the scheduled date and time
• Adjust the queue priority

However, you can't change the selected profiles in the Profile Picker or the delivery method (e.g., scheduled vs. queued).

Can I approve posts from the Sprout mobile app?

Yes. If you're assigned as an approver, you can see the post in the Sprout mobile app. From there, you can:

• Approve or reject the post
• Edit the caption
• Leave internal comments for your team
   

Mobile approvals make it easy to manage workflows on the go.

How can I see the status of all posts in an Approval Workflow?

To view all posts awaiting review, go to the Needs Approval section.

Use the Filter menu to narrow results by:

• Approval workflow
• Author
• Workflow asset author
• Post type
• Tags

This helps you quickly track the status of all posts in the approval process across your team.

Is there reporting available for Approval Workflows?

We currently don't have any reports available for Approval Workflows. 

Why am I not receiving approval notifications?

If you're not receiving approval notifications, try these troubleshooting steps:

1. Check your notification settings. Go to Settings > Notification Settings > Publishing > Approvals and make sure notifications are enabled.
2. Review your email filters. Ensure that emails from help@sproutsocial.com aren't being blocked or sent to your spam/junk folder.
3. Contact Support. If the issue persists, reach out to our Support Team to check if your email address is blocked or suppressed on Sprout’s end.

A user is having trouble submitting a post for approval. What should I check?

If a user can’t submit a post for approval, review the following:

• Post status: Ensure the post is either saved as a draft or scheduled; not both. Only posts in one of these states can enter the approval workflow.
• Errors or formatting issues: Check for any error messages, especially when posting to multiple networks or using media. Network-specific requirements may block submission. Review error details for guidance.
• Workflow Settings: Ensure that the workflow is still enabled by going to your Settings > Approval Workflows and checking the enabled button.

A user is having trouble approving a post. What should I check?

If a user can’t approve a post, review the following:

• Approval permissions:  Ensure the user has the correct permissions to approve posts for the specific profile or group. Admins manage these settings per user and profile.
• Post status: The post must be in a “Needs Approval” state. Posts that are already approved or scheduled can’t be approved again.
• Scheduling timing: If the scheduled time has already passed, the post is automatically rejected and can no longer be approved.
• Approval step order: Check where the post is in the workflow. Users can only approve once all prior steps are completed. For example, if the user is assigned to step 2, step 1 must be completed first.

An external approver isn't receiving email notifications. What can I do?

If an external approver isn't receiving emails, try the following steps:

1. Check the email address. Confirm the address entered in the Approval Workflow settings is correct.
2. Ask their IT team to allowlist Sprout’s email. Ensure emails from help@sproutsocial.com aren't being blocked or sent to spam.
3. Contact Sprout Support. Reach out to our Support Team to check if the email address is blocked or suppressed on Sprout’s end.

A post wasn't approved on time. Where can I find it?

If a submitted message isn’t approved or rejected before its scheduled time, it’s automatically rejected and appears in the Rejected tab.

For posts with multiple scheduled times, the message remains in the Needs Approval tab until the last scheduled time has passed.

Is it possible to have a "no approval needed" option for certain users?

Yes. To allow a user to bypass the approval process:

1. Grant them Full Publishing permissions for the relevant social profile(s).
2. In your Approval Workflow settings, enable the option:
   “Allow users with Full Publishing permissions to skip steps on this workflow.”

This lets approved users publish directly without going through the approval workflow.

Can I have an optional approver in a workflow step?

Yes. You can add multiple users as approvers within a single workflow step.
After adding additional users, choose one of the following approval settings:

• Any approver can approve – approval is complete once one approver takes action.
• All approvers must approve – the post won’t move forward until everyone in that step approves it.

This gives you flexibility to tailor the workflow based on your team’s needs.

How can I see a history of the changes made to a post during the approval process?

While a post is in the Needs Approval stage, the original author and any approvers can click the Approval Activity icon to view its full history.

Approval Activity shows:

• All edits made to the message, including who made them
• Internal comments added by team members
• The current step in the Approval Workflow
• Options to approve, reject, edit, or duplicate the message

You can also:

• Add internal comments and tag teammates—authors receive email notifications
• Reject a message with an optional note, which is recorded in Approval Activity and emailed to the author
• Filter activity by message updates, internal comments, or view all

What happens to a scheduled post if the Approval Workflow is edited before it's approved?

If the Approval Workflow is updated before a post is approved, the post automatically follows the new workflow steps. This ensures the post reflects the most current approval process before being published.

Can I see which posts were approved by a specific person?

Currently, Sprout doesn't offer a direct filter to view posts by approver. However, there are a few workarounds:

1. Use tags: Ask approvers to apply a tag with their name when approving posts. You can then filter the calendar by that tag to see which posts they approved.

2. Download the Customer Audit Trail: Export the Customer Audit Trail CSV, then filter by:

• Username
• Event type: PUB_APPROVED_POST

3. Check individual post activity: Open the post and view the Approval Activity to see who approved it.

Is there a way to bulk-approve multiple posts at once?

No, we currently don't have a way to bulk-approve multiple posts at once. 

What happens if a social network connection is lost for a profile with pending posts?

If a social profile becomes disconnected while a post is pending approval, you can still approve the post, but it will fail to publish at the scheduled time due to the lost connection.

To publish the post after reconnecting the profile:

1. Go to the Failed Posts folder.
2. Resend the post.

Can I schedule a post to be published immediately after it's approved?

No, posts submitted for approval must be scheduled, queued, or saved as drafts. You cannot set a post to publish immediately upon approval. The post must be approved by 5 minutes before the posts scheduled time, or a new scheduled time will be required. 

How are link previews handled in the Approval Workflow?

Link previews are generated during post creation in Sprout and display as expected in the Compose window and Approval Workflow.

However, after publishing, the preview may appear differently depending on the social network’s metadata and how it renders link content. This means the preview seen during approval may not exactly match the final published version.

For more details, see:  Why did my link preview change after publishing?

How are Instagram Stories and Reels handled in Approval Workflows?

Instagram Reels
Reels can be submitted for approval like any other post type.

• Select an Approval Workflow when composing your Reel.
• Once approved, it will publish automatically to the connected Instagram Business profile at the scheduled time.
   

Instagram Stories

Stories follow a similar approval process, with one key difference:

• Choose an Approval Workflow and assign a Mobile Publisher when composing the Story.
• After approval, the Mobile Publisher will receive reminders and instructions via the Sprout mobile app to manually publish the Story to Instagram at the scheduled time.

What happens if the original Approver is no longer part of the Sprout account?

If the original approver has been removed from the Sprout account before approving a post, the post will remain in the Needs Approval status.

To move it forward, a user with permission to edit Approval Workflows needs to update the workflow and assign a new approver.

What happens if the Workflow’s original creator is no longer part of the Sprout account?

If the original creator of an Approval Workflow is removed from the Sprout account, the workflow remains active. Admin users can still access and edit the workflow as needed from the Approval Workflow settings.

Can I revoke an approval that has already been given?

Currently, you can't revoke an approval once it's been given.

Workaround: Locate the post in the Publishing Calendar and either edit or delete it as needed. This enables you to make changes or prevent it from publishing, even after approval.

Can a user be an approver for one social profile but need approval for another?

Yes. Sprout enables flexible workflows where a user can approve posts for one profile while still requiring approval on another.

This is managed through:

• User permissions
• Approval Workflow settings
• Group/profile assignments 

Admins can assign users to specific profiles and define approval roles per profile, enabling tailored collaboration across teams.

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