Message Approval Workflow
Sprout Social's message approval process helps teams collaborate effectively by creating a flexible submit, review and approve/reject workflow.
Note: Message Approval is available on Corporate and Enterprise plans.
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. This guide will cover how approving messages works, from choosing your approver(s)
Define who has specific publishing abilities to specific profiles, as well as assign members of your team with the ability 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.
The Approve permission designates a user with the ability to approve or reject messages. An Approver must have the Read Only or Publish permission for a profile to be an approver.
Collaborate more effectively with your team on tone and content. Submit messages for approval if you need an extra set of eyes on your copy. Work effectively with clients and get the sign-off on important messages.
In the Compose Window, create your message as usual. Select targeting options, upload a photo, edit metadata on a link post—all these settings will be applied to the message if/when submitted for approval. You have the option to submit the message as a draft, queued message or scheduled post.
Note: It is also possible to save the message as a draft without submitting it for approval. To do this, select the draft option without selecting any approvers.
To submit the message for approval, click the stamp icon, which is next to the globe and camera icons in the lower left corner of the window. Clicking this will open the Choose Approver menu, where you can select up to 10 approvers. Only those with Approve permissions for all of the selected profiles will be available.
Only the team member(s) you select as the assigned approver(s) will receive email and in-app notifications when the message is submitted. However, all other listed approvers will have the ability to review this message as well.
Note: Users with the Publish permission for a profile are not 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 will be required to submit the message for approval.
Approve or Reject a Message
After message are submitted, approvers will find an easy-to-use interface for approving or rejecting them from within the Publishing tab. Messages awaiting approval will appear in the Calendar, as well as the Needs Approval view.
The Needs Approval section contains all of the messages waiting to be reviewed. Using the sidebar, you can toggle visibility of Scheduled, Queued, or Drafted messages.
If you would like to view only the messages that are specifically submitted for your approval, use the Assigned to You filter.
It's also possible to filter by specific authors.
Hover over a message to see available options for that message.
As an approver, you can edit, reject, or approve any message in this list.
As an author, you can see any message you submitted and edit or delete them.
Editing a Submitted Message
Click to open a Compose window that looks different depending on who is editing the post.
As the original submitter, the Compose window allows you to edit the content of the message. Current approvers can be removed and new ones added (up to 10). However, the profiles in the picker or the delivery method (queue vs. scheduled) cannot be changed.
Scheduled dates and times as well as the queue priority (next vs. last) can be changed.
As an approver, you have the abilities to not only edit the content of the message and add/remove approvers as needed, but also reject or approve right from the Compose window. Keep in mind that a message that was submitted as a draft must be changed to a queued or scheduled message before it can be approved.
Rejecting a message from the Needs Approval list or the Compose window will prompt you to add an optional note that will be included in the email notification to the author. All rejected messages move to the Rejected tab, where they can be edited and re-submitted for approval.
Note: If a submitted message doesn’t get rejected or approved before the originally scheduled times, it will automatically be rejected. If a scheduled post has multiple post days/times, it will stay in Needs Approval until the final time selected passes.
While a message is awaiting approval, the original author and anyone with the ability to approve the message can click on a message to go to the Approval Activity view.
This view provides an additional layer of collaboration and visibility into the entire approval workflow by showing a stream that displays when changes are made to a message, as well as any comments added by other team members.
Messages can be Approved, Rejected, or edited from this view. As changes are made, the activity stream will display who made the changes. Comments can be added by any team member who can access this view, which notifies the posts author, and if a message is rejected, the rejection note is included in the stream.
It is also possible to filter the stream using the left bar. 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 will no longer be visible.