Approval workflow

How a post gets from draft to scheduled, and who is allowed to move it.

A post has six states. Users submit; Managers approve.

                 Submit for Approval           Approve
   Draft ─────────────────────────► Pending ──────────────► Scheduled ──► Published
     ▲                              Approval                    │  ╲
     │            Reject               │                        │   ╲──► Failed
     └─────────────────────────────────┘                        │
     ▲                                                          │
     └─────────────── Reset to Draft ◄──────────────────────────┘

States#

State	Meaning
Draft	Being written. Nothing will happen to it.
Pending Approval	Submitted, waiting for a Manager.
Scheduled	Approved (or scheduled by a Manager). The scheduled action will publish it once its date has come.
Published	Delivered.
Failed	Publishing raised an error. The message is in the Error Message field.
Cancelled	Withdrawn.

Who does what#

A User writes the post, sets a Scheduled Date and presses Submit for Approval. The date is required: without one, the module refuses with "Set a scheduled date before scheduling…".
A Manager opens it and presses Approve or Reject.
- Approve moves it to Scheduled and records Approved By and Approved Date.
- Reject returns it to Draft and posts "Post submission was rejected and reset to draft." in the chatter.
Or a Manager skips the queue with Schedule, which goes straight to Scheduled.

Any of these buttons pressed by a User who is not a Manager is refused: "Only a Social Marketing Manager can perform this action."

Finding what needs approval#

In Social Marketing → Posts, use the Pending Approval filter, or open the Kanban view and look at the Pending Approval column.

After approval#

A Scheduled post is published by the scheduled action once its date has passed, or by n8n if you use that instead.

If publishing fails, the post becomes Failed with the reason. Fix the cause and press Publish Now, or Reset to Draft to start the approval again.

Note

This workflow is the self-contained module's. The AI Growth Workforce has its own, richer one with an Approved state and an audit trail: see Approval queue and states.

Last updated: 2026-10-16