What is an Email Review and how do I set it up?

Modified on Mon, 12 Aug at 12:21 PM

Introduction

Enable users in your organization to review and approve content without logging into Contently.

The email review link will be sent to a person you designate in the platform. The reviewer will not have to log in and be taken directly to the story for review and comment.

This guide will cover:

The difference between a user managing the story and a reviewer
How to set up an email request for story reviews within your workflow

User Roles with Email Review

User Managing the Story

The user managing the story is a Contently platform user familiar with the publication's content creation process. Their role is to ensure reviewers complete their tasks on time.

The user managing the story can monitor progress by checking the workflow status assigned to the reviewer. The statuses are:

Awaiting Review: The email was sent, but the reviewer hasn’t clicked the story link yet.
Under Review: The reviewer clicked the story link but hasn’t taken any other action.
Revisions Requested: The reviewer has requested changes to the story.
Approved: The reviewer has approved the story.

The user managing the story can "Claim" a story to make changes, such as when a reviewer leaves feedback. This helps speed up collaboration.

They can also resend the story to the reviewer for approval after revisions or if further changes were made.

Additionally, the user managing the story can manually move the story forward in the process. If not all reviewers have approved, they will be asked to confirm before proceeding.

Email Reviewer

As an email reviewer, you will be asked to review or provide feedback on a piece of content.

When your help is required, you will receive an email from your company’s content team. The email will have a description of what you are required to do. In addition there will a be a link to the view the piece of content that requires your input.

When you click the link, you'll be taken to a secure webpage with the content. On this page, you can:

Review Content: The page will show the title and main content. For multimedia (photos, infographics, videos), you can play or view them.
Provide Feedback: Highlight text to add comments. For images, select an area to comment on. For videos, you can comment on a specific sequence or screen area.
Request Revisions: If changes are needed, click the "Request Revisions" button at the top right. Enter your feedback and click "Submit."
Approve: If the content meets your standards, click the "Approve" button at the top right.

Setting Up Email Review Steps

There are two ways to include an email review into the workflow:

Adding an email review step into your workflow template
Adding an email review step directly into a workflow for a particular story

Note: Email Reviewers first need to be added to the team, which will automatically create an account for them. We recommend adding them with the Collaborator role.

Adding an email review step to your workflow template

1. To include an email review step in your workflow template, start by finding the workflow template you want to change. Click "Edit" button on the top right to workflow template.

2. On the edit screen, you’ll notice the dropdown on each step that will allow you to designate where the step is managed: In Contently or Email Review. To email a link to the story to a user for review, select "Email Review"

3. Select the user managing the story and the email reviewer from the drop down list

Adding an email review step to an active workflow:

You can also change a workflow step on an active story to include an email review step. In your story, select the workflow and click "edit." Once you are editing the workflow, you can select a step to manage in email review or add a new step.