W#admin #operations #workflows
Introduction
Workflows are the backbone of the content creation process in contentbird. They help you guide content in a structured way from idea to publication and automate recurring processes.
👉 This ensures that every team member always knows what to do, when to do it, and who is responsible.
What Is a Workflow?
A workflow is a defined process consisting of:
statuses (e.g. briefing, creation, approval, publication)
tasks within each status
responsibilities for each task
automations (e.g. status changes, notifications)
👉 Workflows function like checklists that control and make progress transparent.
Creating a Workflow
📍 Management → System → Content → Workflows
When creating a workflow, you define:
workflow name
project and content type(s)
status sequence
primary publication status
Important:
Only one workflow per project and content type is possible
Existing content is not automatically updated
Defining Tasks & Automation
Statuses & Tasks
Tasks are assigned to specific statuses
Order can be defined via drag & drop
Tasks can be optional or mandatory
Automations
Automatic status changes after task completion
Notifications when statuses change
Automatic due dates (e.g. +1 day after the previous task)
👉 Exception:
The “Published” status is not set automatically.
Users & Responsibilities
Tasks are assigned to individual users or groups
Only assigned users can complete tasks
Optional: strict mode for clear accountability
Using Workflows in Content
When creating content, you can assign a workflow.
👉 Once assigned, the workflow cannot be changed.
How to recognize a workflow:
icon in the status bar within the ticket
“Workflow” button on the right-hand side
Working with Workflows
Tasks become active one after another
Users are notified automatically
Tasks are checked off upon completion
Status changes occur automatically or manually
👉 You can return to previous statuses at any time.
Feedback & Collaboration
Comments & @Mentions
Tasks can be commented on
@mentions automatically notify other users
Feedback Loops
Change requests create new tasks
These are inserted before the original task
The workflow continues only after completion
Adjusting Tasks Flexibly
(depending on permissions, usually Admin/Manager)
You can:
add or remove tasks
make tasks optional
change titles and order
adjust due dates
👉 Newly assigned users are automatically added as subscribers.
Notifications
Automatic notifications are triggered for:
due tasks
changes in responsibility
new comments
@mentions
Benefits of Workflows
Clear structure in the content process
Defined responsibilities
Automated processes
Transparent progress tracking
More efficient teamwork
Best Practices
Start with a simple workflow
Define clear responsibilities
Use automation strategically
Apply optional tasks thoughtfully
Keep workflows flexible and up to date
Conclusion
Workflows and workflow automation in contentbird enable structured, transparent, and scalable content processes.
👉 With clear processes, defined responsibilities, and automation, your entire editorial workflow becomes more efficient and less prone to errors.