Newsletter creators without publishing permission for email newsletters in the Studio need their posts to be approved or rejected by users with publishing permission. Publishing permission is determined by the "Publish Newsletters" permission.
Newsletter creators select an approver for their post when it is ready to be reviewed. If you're selected as an approver, you receive a notification.
The newsletter creator can withdraw a post at any point during the approval process to make additional changes to it. If a newsletter you are reviewing is withdrawn, you can't approve or reject it anymore.
Approve a newsletter
- Select the notification to open the newsletter in the Studio, or find it from Dashboard > Tasks for today > Needs my approval. If there are newsletters waiting for approval where the defined scheduled date has passed, these will be shown in the Overdue tab.
- As an approver, you can view the newsletter's content and settings but cannot modify them. You can also send a test email to yourself to preview the newsletter in your inbox.
- To approve a newsletter, select Approve in the editor toolbar
After a newsletter is approved, the creator receives a notification. They can find the newsletter in the Dashboard under Tasks for Today > Ready for Publishing, where they can send it out.
If the newsletter was scheduled for publication before requesting approval, it can instead be found in the Dashboard under My Work > Scheduled. In this case, it will be automatically sent at the designated time.
Reject a newsletter
- Select the notification to open the newsletter in the Studio, or find it from Dashboard > Tasks for today > Needs my approval. If there are newsletters waiting for approval where the defined scheduled date has passed, these will be shown in the Overdue tab.
- As an approver, you can view the newsletter's content and settings but cannot modify them.
- If you want changes made to the newsletter, you can comment on it before rejecting it to instruct the user about the changes they need to make before resubmitting it for approval.
- To reject a newsletter, select Reject in the editor toolbar
Once a newsletter is rejected, the post creator receives a notification. They can also find the newsletter in Dashboard > My work > Needs rework. A rejected newsletter can be resubmitted for approval.
Comment on a newsletter
When reviewing a newsletter, you have the option to leave comments that the creator can see after you approve or reject it. Comments remain visible in the editor after publication.
Commenting can be useful if you plan to reject the newsletter. You can explain to the newsletter creator why it was rejected and suggest any changes they can make before resubmitting it for approval.
- Highlight a piece of content, e.g., a sentence
- Select the comment icon that pops up or in the editor toolbar
- Enter your comment
- Select the checkmark icon to add your comment
You can also reply to others' comments by selecting the original comment followed by Reply...