The Multi-Approver Publishing Workflow lets you set up a step-by-step approval process for your posts with up to five people involved. Each step is assigned to one approver, and the post moves to the next step only after approval. You can create as many workflows as you need to fit your team’s processes. This feature also includes better email notifications and post-history tracking to keep everyone informed and accountable.
This article will cover:
Prerequisites
Before assigning your social post for review, make sure your intended reviewer is listed as a user within your Meltwater Engage setup and has the correct permissions.
You can see your list of users via:
The Account drop-down in the left-hand navigation bar
Click Manage Users
Navigate to the Engage Permissions section
Click Admin
Click Save User
Learn more about Assigning Users to Social Profiles.
When to Use Multi-Approver Workflows
If your publishing workflow requires only one approver, you don’t need to create a workflow. Instead, assign the single approver when creating your post. Learn more about Single-Approver Publishing Workflow.
For multi-approver needs, follow the steps below.
Setting Up Multi-Approver Workflows
Creating an Approval Workflow
Click the Engage drop-down in the left-hand navigation bar
Select Publish
Click Approval workflows on the right side of the calendar.
Click Create.
Name your workflow:
Use a name that clearly identifies the workflow (e.g., team name, team member, or content type).
Add approvers in sequential steps:
In Step 1, add the first approver.
In Step 2, add the second approver. (at least two approvers are required to create a workflow).
For additional approvers, click Add step and assign the next approver (up to 5 steps).
Click Create to save the workflow.
Note: Approvers must have full, needs approval, or view-only access to the relevant social profile, and the Approver toggle must be enabled. Check these settings in Account Settings > Social Connections > Owned Connections.
Editing an Approval Workflow
Click the Engage drop-down in the left-hand navigation bar
Select Publish
Navigate to Approval workflows
Click the pencil icon next to the workflow you want to edit.
Make your changes
Click Save.
Deleting an Approval Workflow
Click the Engage drop-down in the left-hand navigation bar
Select Publish
Navigate to Approval workflows
Click the X icon next to the workflow.
Confirm by clicking Delete.
Creating Posts with Approval Workflows
Key Roles
Creator: User who creates the post.
Assigner: User who assigns the approval workflow (often the same as the Creator).
Approver: User included in the approval workflow.
Assigned Approver: Current approver for the post.
Previous Approver: User who has already approved the post.
Assigning an Approval Workflow
Create your post and select Schedule date and time or Save as draft.
Navigate to Optional steps
Click Activity
Select Assigned to.
Select the appropriate approval workflow.
Note: If your publishing workflow requires only one approver, select an individual user name under Users instead of an Approval Workflow. Learn more about Single-Approver Publishing Workflow.
Once your post is ready, click Schedule or Save draft.
Notifications:
The Creator and Approvers will receive in-app and email notifications. If a non-creator assigns the workflow, the Assigner will also receive notifications.
Reviewing a Post
Approvers will receive a notification when it’s their turn.
Open the post from the notification or the calendar.
Review the post and select:
Approve: The next approver (or Creator if it’s the final step) will be notified.
Needs Changes: Return the post to the Creator with a note explaining the changes needed.
Workflow Scenarios
Posts Needing Changes
If changes are requested, the Creator will receive a notification.
Edit the post and reschedule, or save it as a draft.
The workflow restarts and the Step 1 Approver is notified.
'Needs changes' notification workflow:
Approved Posts
Final approval completes the workflow. The Creator, Assigner, and all Approvers are notified.
For draft posts:
Posts without a scheduled date need scheduling by the Creator, final Approver, or an editor.
Posts with a scheduled date must be updated from draft to scheduled status.
'Approved' notification workflow:
Unapproved Posts at Scheduled Time
If a post isn’t approved 24 hours before its scheduled time, notifications are sent to the Creator, Assigner, and all Approvers.
If approval isn’t granted by the scheduled time, the post moves to Draft.
Other Notifications
Notifications are sent if:
The post is deleted.
A note is added to the post.
Alert FAQ
Notifications are sent when:
A post is assigned an approval workflow.
It's an approver's turn to review the post.
Changes are requested, the Creator will receive a notification.
A post receives final approval. The Creator, Assigner, and all Approvers are notified.
A post isn’t approved 24 hours before its scheduled time, notifications are sent to the Creator, Assigner, and all Approvers.
The post is deleted.
A note is added to the post.
When posts are assigned to you, you'll now receive a single alert every 20 minutes—rather than individual alerts for each post. If multiple posts are assigned within that time frame, the alert will say something like:
“5 posts have been assigned to you.”
Clicking the alert will open the Publish Calendar, with the slide-out filtered to the ‘Assigned’ tab so you can review your posts.
Note: Batching applies only to assignment alerts. Other notifications (like post failures, rejections, or notes) are still sent in real time.
Approvals in the Engage Mobile App
With the Engage Mobile App, you can approve posts assigned to you while on the go. Under the My Tasks tab, you can quickly see the posts awaiting your approval in one stream.
Learn more about the Engage Mobile App.
To approve posts:
Go to My Tasks
Select a post to review the content per channel, any assets such as images or videos, and assignment notes.
Choose to approve or reject the post.
If rejecting, include a note with an explanation or changes you would like to be made. The user who assigned the post to you will receive an email letting them know their post has been rejected.
💡 Tip
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