Approval workflow
Approval workflow is a governance feature that lets teams set up structured review and approval processes for scenarios before they go live. Configure it as a mandatory gate or an optional checklist, depending on how much enforcement your team needs.
Each approval step is assigned to a specific user group. When an editor requests approval, designated approvers are notified in-app and can approve or request changes. Every action is logged with a timestamp, approver name, and scenario snapshot.
To configure approval workflow for your project, see Approval workflow setup.
Use cases
- Campaign QA in marketing teams: A CRM manager creates a scenario. A manager reviews audience and scheduling logic, while Legal reviews message content before launch.
- Legal sign-off in regulated industries: Compliance officers are assigned to specific approval steps covering copy, targeting, or promotional terms. Scenarios can't launch until legal signs off, and every action is logged for compliance audits.
- Brand control in multi-agency environments: An agency builds a scenario, then the brand team reviews and approves visuals and copy before launch.
- Regional approval across geographies: A central team creates a base scenario. Local teams adjust audience and content, and each region's approver must review their localized version before launch.
- Internal QA without enforcement: Small teams use Optional mode to track campaign readiness without blocking launch. Team members mark steps as reviewed, but scenarios can still go live if not all steps are complete.
Benefits
- Prevent accidental launches: Catch misconfigured audience targeting, incorrect content, or bad timing before a scenario goes live.
- Meet compliance requirements: Give regulated industries a traceable, auditable review process for marketing communications.
- Replace fragmented approval tools: Move approvals out of Slack, spreadsheets, and Notion into a single, structured workflow.
- Improve collaboration clarity: See who approved what, when, and on which version of a scenario.
- Support multi-team and agency workflows: Define step-by-step sign-off across internal teams, legal reviewers, or external agency partners.
How approval workflow works
Approval workflow settings are saved at the project level. When a scenario is created or edited, the platform automatically captures a snapshot of the current workflow configuration.
Editors request approval for individual steps or all steps at once. Approvers receive an in-app notification and can approve the step or request changes. Depending on the enforcement mode, scenarios can be blocked from launching until all required approvals are granted.
Enforcement modes
| Mode | How it works |
|---|---|
| Optional | All steps are optional and don't block launch. Use as a readiness checklist without enforcement. |
| Launch only | Approvals are required to launch. Once live, scenarios can be edited without re-approval—approvers are notified of pending changes but the campaign keeps running. Use this mode when you want governance before launch but also want teams to be able to edit running campaigns independently. |
| Full | Approvals are required to launch. To make changes to a running scenario, the editor must pause it first—and full re-approval is required before it can run again. Use this mode when every change must be approved and audited. |
Approval statuses
| Status | Description |
|---|---|
| Pending | Approval hasn't been requested for some or all steps yet. |
| Approval requested | The author has requested approval on all steps and is waiting for a response. |
| Changes requested | One or more approvers have requested changes to some or all steps. |
| Approved | All steps have been approved. |
| Running unapproved | Available in Launch only mode. The scenario is live but has been edited since approval was granted. Approvers can grant approval retroactively. |
| Blank | No approval status. The scenario was created before approval workflow was enabled for this project. |
Limitations
- Approval workflow covers scenarios only.
- Approval applies to the scenario as a whole at the time of approval, not to specific nodes or blocks within it.
- Sequential approval—where steps must be approved in a set order—is planned for a future phase.
- Comments and user mentions in approval actions are on the roadmap.
- Maximum of 20 approval steps per workflow configuration.
Updated about 4 hours ago