Website Content Approval Workflow

Content approval should protect accuracy and ownership without turning every paragraph into a committee meeting. The workflow should match the risk of the content and the speed the business needs.

Classify the content

Separate service claims, prices, policies, legal notices, customer stories, staff details, articles, offers, images, and minor corrections. Each category may need a different reviewer.

Assign responsibilities

Name the author, subject-matter reviewer, business owner, accessibility reviewer, legal reviewer when needed, publisher, and final approver. Avoid unclear shared ownership.

Require evidence and context

Attach source facts, links, examples, dates, permissions, image rights, target page, audience, and next action. A reviewer should be able to verify a claim without reconstructing the entire project.

Use visible stages

Track draft, subject review, revisions, approval, scheduled, published, and needs review. Record comments, decisions, version, owner, and due date.

The change request process and content calendar guide cover backlog and maintenance.

Test before publishing

Check links, forms, metadata, images, accessibility, mobile layout, structured content, analytics, and related pages. Verify that the approved copy is what actually ships.

Review after publication

Record publish date, owner, review trigger, and any customer feedback. Update content when pricing, service scope, staff, policy, or system behavior changes.