🆕Post Approval Workflow
Overview
The Posts module includes an AI-assisted, multi-step approval workflow that ensures posts are reviewed before they are published or scheduled. This workflow supports both AI-based review and human approvals, providing structured governance while maintaining flexibility for internal communications teams.
The approval workflow is configured in the Admin Portal under Modules → Posts → AI Actions by enabling the Post Approval AI action. Once enabled, admins can design approval logic using a Trigger → Condition → Action pattern that determines when approvals are required, which posts are included, and how approvals are handled.
Configuring the Workflow
Approval triggers define when the workflow starts. The workflow can be initiated when a post is published, republished, or scheduled, or only when a post is published or scheduled. When a post meets the selected trigger and the workflow is active, it automatically enters the approval process.
Conditions control which posts go through approval. If no condition is set, all posts published in MangoApps are routed through the workflow. When conditions are defined, only posts that match the criteria are included. Conditions can be based on post categories, where a post must belong to at least one selected category, and on post authors, where the author must belong to a selected user segment. Multiple conditions can be combined using AND and OR operators.
Actions are executed when the trigger and conditions are met, the post is published or scheduled for any audience, and the post is not already in a pending approval flow. Posts can be sent to AI for automated review, routed to users or teams for approval, or accompanied by automated messages. Posts can also be published immediately or scheduled using the date and time selected by the author.
How Does This Work?
When a post is sent to AI for approval, the post title and text content are evaluated using the default AI prompt, which can be customized by admins.
The evaluation focuses on grammar and clarity, tone and engagement, inclusivity and sensitivity, and corporate compliance. Only text content is reviewed, including text in text blocks and text-image blocks. Posts containing fewer than 50 words automatically skip AI review and proceed to the next action. Posts with 50 or more words are rated by AI, and posts with a rating of 3.5 or higher are automatically approved.
When a post is sent to users for approval, approval requests are delivered through private messages or team feeds depending on the selected approver. Individual users, teams, the submitter’s manager, or the submitter’s manager’s manager can be selected as approvers. Any one approver in the selected group can approve or decline the post. Approval messages are customizable and support substitution tags.
Multi-level approvals can be configured using “If Approved” and “If Declined” paths, allowing up to two levels of approval. Based on the outcome, posts can be published immediately, scheduled using the author’s selected date and time, or declined. If moderation is enabled for approved posts, the post may enter the moderation queue after approval.
Automation Logs
Detailed visibility into the approval process is available through automation logs. Execution logs capture every action taken on a post, change logs record modifications to the workflow configuration, and usage logs track each time the approval workflow is triggered. Execution logs can be searched using filters such as post title, user, and team.
Posts Planning Calendar Interaction
Posts that enter the approval workflow are reflected in the post planning calendar with updated statuses. Posts in the approval process are marked as Pending Approval. Approved posts awaiting moderation appear as Pending Moderation. Posts that are declined or whose approval process is canceled appear as Declined.
Before publication, the post viewer displays a link to workflow details showing completed steps and the current approval stage. After publication, the same approval history is available under Post Insights → History. Pending approval requests also appear in the My Priority Items widget for approvers.
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