Template Approval Workflow

Template Approval Workflow

Xponent Communications Control (XCC) contains tools you use to flow your templates through an approval process before you can send messages to your audience. You submit a template to an administrator for review. The administrator can then approve or reject the template's contents.

Template statuses are identified in the Library and can be filtered by their statuses by clicking the filter buttons on top of the list of templates.

The following filters exist:

• Draft – Displays a list of templates in Draft status. Templates in Draft status are in process but not yet ready for administrator review.

• In Review – Displays a list of templates in In Review status. Templates in In Review status are waiting for administrator review.

• Available – Displays a list of templates that have been approved by an administrator but have not been activated.

• Active – Displays a list of templates in Active status. Templates in Active status have been approved by an administrator and have been activated. While you may have many versions of a template, just one version can be active at any time.

In general, an email template starts in Draft status. It is then placed in In Review status and then moves to Available status after administrator approval. Finally, the email template goes to Active status when it is ready to be used.

Submit a Template in Draft Status to In Review

Perform the following steps to submit a template for administrator review:

1. Open the Library by clicking the Templates icon in the pane on the left side of the Editor.

2. Click the Draft filter button to view templates in Draft status.

Library

3. Click the vertical ellipses icon in the far-right of a row containing the template you want to view, and then click Edit.

4. Click the Submit button in the upper-right corner of the template page. The template moves to In Review status.

Approve and Reject Templates in In Review Status

Administrators perform the following steps to approve or reject templates:

1. Open the Library by clicking the Templates icon in the pane on the left side of the Editor.

2. Click the In Review filter button to view templates in In Review status.

Library

3. Click the Preview button in the far-right of the row of the template you want to review. The template displays in Preview mode.

Template in In Review Status Displayed in Preview Mode

4. Click Approve or Reject in the upper-right corner of the page. When you approve a template, it moves to Available status where you can then make it active.

5. When you click Reject, the following dialog box displays:
   

6. Type a comment in the Add Comment field, and then click Yes to reject the template. The template moves back to Draft status. Or you can click No to cancel the rejection.

Activate or Decline a Template in Available Status

Administrators perform the following steps to activate or decline a template in Available status:

1. Open the Library by clicking the Templates icon in the pane on the left side of the Editor.

2. Click the Available filter button to view templates in Available status.

Library

3. Click the Preview button in the far-right of the row of the template you want to review. The template displays in Preview mode.

Template in Available Status Displayed in Preview Mode

4. Click Make Active or Decline in the upper-right corner of the page. When you activate a template, it moves to Active status.

5. When you click Decline, the following dialog box displays:
   

6. Type a comment in the Add Comment field, and then click Yes to decline the template. The template moves back to Draft status. Or you can click No to cancel the decline.

Deactivate a Template in Active Status

Administrators can deactivate a template in Active status and move it back to Available status. Perform the following steps to move a template in Active status to Available status:

1. Open the Library by clicking the Templates icon in the pane on the left side of the Editor.

2. Click the Active filter button to view templates in Active status.

Library

3. Click the Deactivate button in the far-right of the row of the template you want to make inactive. The following dialog box displays:

   

4. Click Deactivate. The template is deactivated and moved to Available status. Or click Cancel to keep the template active.