What are custom approval workflows
Custom Approval Workflows let you build multiple approval workflows with different stages of review, such as an internal stage followed by an external stage. You can create as many workflows as you need and set one as your default, so it's automatically selected whenever a post is set to Awaiting Approval.
Create an approval workflow
Go to your workspace settings and select the Workflows tab
Under Approval Workflows, click Create workflow
Add stages (for example, Internal and External) and assign approvers to each stage
For each stage, choose an approval rule:
Anyone can approve – any one assigned approver can move the post to the next stage
Specific users must approve – all assigned approvers must sign off before the post moves on
Click Save
Once your workflow is saved, it's ready to use on any post you set to Awaiting Approval.
Set a default workflow
If you manage multiple workflows, you can mark one as your default so it's preselected whenever a post is set to Awaiting Approval.
Open the workflow you want to set as default
Click the three dots in the right hand corner
Click Set as default
Start your workflow on the calendar
When you set a post to Awaiting Approval, your default workflow will be preselected. You can still switch the post to anyone can approve, specific approvers or a different workflow before saving if the post needs a different approval path.
Track approval progress
Once a workflow is underway, the post status reflects the current stage name (for example, "Internal review" or "External review"). Hover over the status to see which approvers have signed off and which are still pending.
Manually change post status
Workspace admins can still override a post's status manually at any point in the workflow, the same way they can with existing approval functionality. This is useful if a stage needs to be skipped or approved outside the normal flow.
Manage approval notifications
Awaiting approval notifications
You'll receive a notification when a post reaches a stage where you're an assigned approver, as long as your notification setting for this is turned on.
Approval reminders
If you have approval reminders turned on, you'll receive one at your chosen interval — 24 hours, 3 days, or 7 days before the post is scheduled to publish.
Reminders are only sent once a post has actually reached your stage in the workflow. If a post is Awaiting Approval but hasn't reached your stage yet, you won't receive a reminder.