Workflow & Review Queue

CurryCMS includes a complete editorial workflow system that helps teams manage content from initial draft through final publication. This guide covers workflow states, transitions, and the review queue for editors.

Overview

The workflow system provides:

• Four workflow states - Draft, In Review, Approved, Published
• Role-based transitions - Who can move content between states
• Required field validation - Content must be complete before review
• Audit trail - Complete history of all workflow transitions
• Review queue - Centralized dashboard for pending reviews

Workflow States

Every content node has a workflow status that indicates where it is in the editorial process:

┌─────────┐    Submit     ┌───────────┐    Approve    ┌──────────┐    Publish    ┌───────────┐
│  Draft  │──────────────▶│ In Review │──────────────▶│ Approved │──────────────▶│ Published │
└─────────┘               └───────────┘               └──────────┘               └───────────┘
     ▲                          │                          ▲                          │
     │                          │                          │                          │
     └── Request Changes ───────┘                          └────── Unpublish ─────────┘

State Descriptions

Workflow Transitions

Submit for Review

Who can do this: Authors, Editors, Admins

Requirements:
- Content must be in Draft status
- All required fields must be complete
- User must have at least Author role

What happens:
1. Status changes from Draft to In Review
2. Content appears in the Review Queue
3. A workflow transition is logged
4. Content becomes read-only for the author

If required fields are missing:
- The Submit button is disabled
- A tooltip shows which fields need completion
- Complete the fields first, then submit

Approve

Who can do this: Editors, Admins only

Requirements:
- Content must be in In Review status
- User must have Editor or Admin role

What happens:
1. Status changes from In Review to Approved
2. Content is removed from the Review Queue
3. A workflow transition is logged
4. Content can now be published

Request Changes

Who can do this: Editors, Admins only

Requirements:
- Content must be in In Review status
- User must have Editor or Admin role

What happens:
1. Status changes from In Review back to Draft
2. Content is removed from the Review Queue
3. A workflow transition is logged (with optional note)
4. Author can make changes and resubmit

Adding feedback:
- When requesting changes, you can add a note explaining what needs to be fixed
- The note is visible in the workflow history
- This helps authors understand what to change

Publish

Who can do this: Editors, Admins only

Requirements:
- Content must be in Approved status
- Curriculum must be publishable (see note below)
- User must have Editor or Admin role

What happens:
1. Status changes from Approved to Published
2. A workflow transition is logged
3. Content is considered final and live

Curriculum publishability:
For variants, publishing may be blocked if there are unmapped standard alignments. Resolve alignment issues before publishing.

Unpublish

Who can do this: Editors, Admins only

Requirements:
- Content must be in Published status
- User must have Editor or Admin role

What happens:
1. Status changes from Published to Approved
2. A workflow transition is logged
3. Content can be edited again (after returning to Draft)

The Review Queue

The Review Queue provides editors and admins with a centralized view of all content awaiting review.

Accessing the Review Queue

1. Click Reviews in the main navigation
2. View all content nodes with In Review status
3. Filter and sort to find specific items

Queue Features

Filtering:
- By Curriculum - Show only items from a specific curriculum
- By Node Type - Show only lessons, activities, etc.
- By Author - Show items submitted by a specific person

Sorting:
- Submitted At - When the item was submitted (default)
- Author - Group by who submitted
- Curriculum - Group by curriculum

Queue Item Information

Each item in the queue shows:
- Content node title
- Node type icon
- Curriculum name
- Submitting author
- Time since submission
- Quick action buttons

Taking Action

From the queue, you can:
1. Click an item to view/review it in detail
2. Click Approve to approve directly
3. Click Request Changes to send back for revision

Workflow History

Every content node maintains a complete audit trail of workflow transitions.

Viewing History

1. Open a content node
2. Expand the Workflow History section
3. See all transitions with:
   • Previous and new status
   • Who made the change
   • When it happened
   • Any notes added

History Uses

• Track who approved content
• See when content was published
• Review feedback given during changes requests
• Audit content for compliance

Role Permissions

Different roles have different workflow capabilities:

Best Practices

For Authors

1. Complete all required fields before submitting
2. Review your work before submission
3. Respond promptly to change requests
4. Check workflow status to know where your content stands

For Editors

1. Review the queue regularly to avoid bottlenecks
2. Provide clear feedback when requesting changes
3. Use notes to document why changes are needed
4. Be consistent in your review criteria

For Admins

1. Monitor queue metrics to identify bottlenecks
2. Balance workload among editors
3. Establish review guidelines for your team
4. Train editors on review criteria

Workflow Status Indicators

Throughout the interface, workflow status is shown with color-coded badges:

These badges appear in:
- Content tree nodes
- Node detail headers
- Review queue items
- Dashboard widgets

Common Questions

"Why is the Submit button disabled?"

The Submit for Review button is disabled when required fields are missing. Hover over the button to see which fields need completion, or check the form for fields marked with asterisks (*).

"Can I edit content that's In Review?"

Authors cannot edit content that's In Review. If you need to make changes, wait for approval or ask an editor to request changes, which returns the content to Draft status.

"Why can't I publish this content?"

Publishing may be blocked for several reasons:
- Content must be in Approved status (not Draft or In Review)
- For variants, unmapped standard alignments block publishing
- You must have Editor or Admin role

"How do I see who approved content?"

Open the content node and expand the Workflow History section. You'll see a complete log of all transitions, including who approved it and when.

"Can I skip the review process?"

No, the workflow is designed to ensure content quality. All content must go through the Draft → In Review → Approved → Published progression. Editors can expedite by reviewing and approving quickly.

"What happens to child nodes when I submit a parent?"

Each node has its own workflow status. Submitting a parent (like a Unit) does not automatically submit its children (like Lessons). Submit each piece of content individually.

Related Documentation:
- Prepare for a New School Year - Annual release workflow guide
- Working with Content - Creating and editing content
- Dashboard - Monitor review queue
- Team Management - Role permissions
- Publishing Editions - Edition publishing workflow