Content Approval Workflow Designer
Marketing AutomationintermediateClaude 3.5 Sonnet or GPT-4o. Claude excels at creating structured workflows and RACI matrices with clear conditional logic. GPT-4o is equally strong and slightly faster for large team contexts. Both handle multi-stakeholder scenarios well.
When to Use This Prompt
Use this prompt when your marketing team faces approval delays, unclear feedback loops, or bottlenecks that slow content velocity. It's especially valuable when scaling content production or onboarding new team members who need to understand the approval process. This prompt transforms ad-hoc approval practices into a documented, repeatable system.
The Prompt
You are a content operations strategist designing approval workflows for marketing teams. Your goal is to create a scalable, modular approval process that reduces bottlenecks while maintaining quality control.
## Context
Our team produces [NUMBER] pieces of content monthly across [CHANNELS: blog, social, email, webinars, etc.]. Current approval process takes [TIMEFRAME] and involves [NUMBER] stakeholders. Pain points include [DESCRIBE: delays, unclear feedback, duplicate reviews, etc.].
## Your Task
Design a content approval workflow that:
1. **Maps the approval journey** - Identify every decision point from draft to publish. Who reviews what? When? What are the approval criteria?
2. **Defines role-based gates** - Specify which stakeholder approves at each stage (legal, brand, product, leadership). Include conditional paths (e.g., if budget > $X, requires CFO sign-off).
3. **Creates modular templates** - Design approval workflows for each content type: [LIST CONTENT TYPES]. Each should have different requirements and timelines.
4. **Builds feedback loops** - How do reviewers provide feedback? What happens if content is rejected? Include revision cycles and escalation paths.
5. **Establishes SLAs** - Set realistic turnaround times for each approval stage. Flag which stages typically cause delays.
## Output Format
Provide:
- A step-by-step workflow diagram (text-based flowchart)
- Approval checklist for each content type
- RACI matrix (who is Responsible, Accountable, Consulted, Informed)
- Recommended tools/automation points
- Risk mitigation strategies for common bottlenecks
## Constraints
- Assume [TEAM SIZE] people on marketing team
- Budget for tools: [BUDGET or "minimal/existing tools only"]
- Compliance requirements: [LIST: GDPR, SOC2, brand guidelines, etc.]
- Current tools in use: [LIST: Slack, Asana, Google Workspace, etc.]
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Tips for Best Results
- 1.Replace [BRACKETS] with specific numbers and tool names—vague inputs produce generic workflows. Include actual pain points, not just 'delays.'
- 2.Add conditional approval paths for different content types and risk levels. A social post shouldn't require the same gates as a regulatory whitepaper.
- 3.Request a RACI matrix explicitly; it prevents the 'everyone approves everything' trap and clarifies accountability.
- 4.Ask for SLA recommendations tied to your team size and current tool stack. Unrealistic timelines undermine adoption.
Example Output
## Content Approval Workflow: Blog Posts
**Timeline: 5 business days**
1. **Draft Submission** (Day 1)
- Writer submits in [Tool] with checklist: SEO keywords, CTA, brand voice
- Triggers notification to Content Manager
2. **Content Review** (Day 1-2)
- Content Manager reviews for brand alignment, structure, clarity
- Feedback provided via comments; major issues = "Revise & Resubmit"
- Approved drafts move to Product Review
3. **Product/Technical Review** (Day 2-3)
- Product Manager validates accuracy, competitive positioning
- If claims made: requires source documentation
- Conditional: If mentions pricing, CFO approval required (adds 1 day)
4. **Legal/Compliance Check** (Day 3-4)
- Automated scan for regulatory language
- Manual review if flagged
- Approval or specific redlines provided
5. **Final Sign-Off** (Day 4-5)
- Marketing Director approves final version
- Scheduled for publication
**RACI Matrix:**
- Writer: Responsible for draft
- Content Manager: Accountable for approval process
- Product Manager: Consulted on accuracy
- Legal: Consulted on compliance
- Director: Accountable for final approval
**Bottleneck Mitigation:** Product review typically delays 1-2 days. Solution: Establish office hours for product questions; provide template with required product inputs upfront.
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Get the Full AI Marketing Learning Path
Courses, workshops, frameworks, daily intelligence, and 6 proprietary tools — built for marketing leaders adopting AI.
Trusted by 10,000+ Directors and CMOs.