Managing content requests with Content Governance

Content Governance provides a streamlined way for employees to ask for content to be created, track the progress, preview the content, and approve it before it is published.

Content Governance integrates with Content Publishing to provide content managers and admins an efficient way to fulfill and manage content requests. Content managers and admins can view these requests, assign it to a content creator, review the content, approve or make suggestions, and publish the content to make it available to their employees.

Content Governance components

Content request

A content request is a system-generated record that tracks the status of an employee's content request and facilitates the Content Governance workflow.

Content request item

A content request item provides additional details about the content request and the type of content to be created. You can have multiple content request items associated with a content request.

Content request items also provide a status or state of the content being created.

Reviewers

By default, the employee who made the content request is also responsible for approving the content for publishing. The requester or manager can select additional reviewers.

Assignment groups

An assignment group is a group of users that receive the content request. Content Governance includes two assignment groups out of the box: Content Admin and Content Manager, which contain the users with those roles. To configure a new assignment group, see Configure assignment group types

Content request process overview

The following process overview provides a high-level understanding of how employees and content-producing teams use Content Governance.

Step 1: Request content

A user fills out the Content Request form, providing details about the needed content. Once the user submits the form, the system creates a content request record, where the user can add comments and attach files.

Requesting content

Step 2: Content request is created and assigned

The content manager opens the content request record to review the request details and assign it to an employee responsible for creating content.

Tracking content requests

Assign content request to content creator

Step 3: Content is created and scheduled

Once the request is assigned to a content manager and the content request is updated to the Work In Progress state, the content manager can create content in the content library directly from the request page. This associates the content with the content request for tracking purposes.

Note:

Content can only be associated with one content request.

Creating content through Content Governance

Step 4: Content is sent to requester for review

When the content creator is done, they send the content to the requester for review. Content must be associated with a publish plan before it can be sent for review.

Note:

Once a Content Request record is in the Review state, the associated content is locked to prevent further editing.

Step 5: Content is reviewed and approved

The requester receives the review request as a new task in their portal and via email notification. The content requester and any additional approvers do the following:

• Review the content
  Note:

  Only rich content, news, and portal type content can be previewed
• Suggest edits or changes
• Approve the content

Previewing and approving a content request item

Step 6: Content is published

After the content creator implements any feedback and the content is approved, the content is published based on the configured publish plan.

• Requesting content
  Content Governance provides multiple ways for employees to request content to be created for employee communications and for your company's content team to clarify the request and assign the request to team members.
• Tracking content requests
  After a content request is submitted, Content Governance enables the content requester, content managers, and content admins to track the status of the request and associated content.
• Assign content request to content creator
  Assign a new content request to a content manager so they can create the content and a publish plan, then send it for approval.
• Add or remove content approvers
  A content admin can modify the content approvers list for a request.
• Creating content through Content Governance
  When a content request item is assigned to you, create and schedule the content, then send it for approval.
• Previewing and approving a content request item
  Content requesters can preview content request items before they approve it to be published.
• Understand the Content Operations dashboard
  The Content Operations dashboard is a launchpad for content authors, where they can create content, view engagement metrics for published content, content publishing calender, incoming content requests, and review ownership for pages and widgets.

Related concepts

• Action framework
• Creating campaigns with Content Experiences
• Creating employee communications with Content Publishing
• Content management on topic pages
• Integrated service and experience feedback management
• Improve portal performance