Draft
The owner is still preparing the content. It is not ready for the client.
FREE WORKFLOW TEMPLATE
A content approval workflow template for clear client sign-off
Assign the owner and approver, track feedback and revisions, set a deadline, and record the final decision. Use the template in a spreadsheet or copy its fields into your current system.
Free CSV. No email required.
Client content review
Version 2
- Owner
- Maya Chen
- Reviewer
- Elena Ramos
- Deadline
- Sep 4
- Status
- In review
Feedback: Lead with the seasonal menu in the first caption line.
Final approval: Pending
WHAT YOU GET
This is a working approval record, not a generic project tracker. It separates feedback from the final decision and ties each decision to a version. Use it even if you never sign up for ApprovePost.
THE TEMPLATE
Twelve fields for one complete approval record
Create one row per content item. Keep the row through every revision instead of starting a new thread.
| Field | What to record | Example |
|---|---|---|
| Content item | A clear name for the post, design, video, or asset. | September menu Reel |
| Owner | The person responsible for moving the item through review. | Maya Chen |
| Client | The client, brand, or stakeholder group receiving the work. | Northline Coffee |
| Reviewer | The person collecting or providing review feedback. | Elena Ramos |
| Version | The exact version currently in review. | V2 |
| Status | One status from the defined approval list below. | In review |
| Feedback | Specific comments attached to this content item. | Move the offer to the first line. |
| Changes requested | A short action list the owner can complete. | Revise caption opening. |
| Submitted date | The date this version entered review. | 2026-09-01 |
| Approval deadline | The date the final approver must decide. | 2026-09-04 |
| Approved date | The date the final version received approval. | Leave blank until approved. |
| Final approval | The approver's explicit decision and name. | Approved by Elena Ramos |
Copy the column names
Content item, Owner, Client, Reviewer, Version, Status, Feedback, Changes requested, Submitted date, Approval deadline, Approved date, Final approvalDownload the blank CSV
USE FIXED STATUSES
Six statuses are enough for most client work
These six labels belong to the manual spreadsheet. The status should tell the next person what to do.
ApprovePost product statuses: content items use Draft, Awaiting review, Changes requested, and Approved. A client review uses Draft, In review, or Completed.
Ready for review
The item is complete and waiting to be submitted.
In review
The reviewer has the current version and owns the next action.
Changes requested
The owner has feedback and must revise the item.
Updated
A new version is ready to return to the reviewer.
Approved
The named final approver accepted the current version.
HOW TO USE IT
Set the rules once, then update the row
The template works when everyone uses the fields the same way.
- 1
Name the owner
One person follows up, applies updates, and moves the item forward.
- 2
Name the final approver
Reviewers can comment. One person has the authority to give the final yes.
- 3
Add the deadline
Use a real date. “Soon” and “before launch” are not approval deadlines.
- 4
Collect one feedback set
Ask the reviewer to combine comments before the owner starts revising.
- 5
Increase the version
When content changes, update the version before sending it back.
- 6
Record the decision
Add the approver and date. Approval applies only to the named version.
APPROVAL RULES
Avoid conflicting feedback before it reaches the creator
Choose one lead reviewer on the client side. Other stakeholders send their notes to that person. The lead reviewer resolves conflicts and submits one feedback set.
If two comments conflict, do not ask the creator to guess. Return the item to “In review” until the reviewers agree.
Separate required changes from preferences. Put required work in “Changes requested.” Keep optional ideas in “Feedback.”
Define final approval in writing
Final approval means the named approver accepted the exact version in the row. A comment, a reaction emoji, or silence does not count. If the content changes after approval, increase the version and review it again.
WORKED EXAMPLES
How the same template fits two workflows
Sample agency workflow
- The account manager adds the client and names one final approver.
- The team enters each finished asset as a separate content item.
- The approver returns one feedback set by the deadline.
- The designer updates items with Changes requested and changes V1 to V2.
- The approver accepts V2. The manager records the name and date.
- The delivery team receives only rows marked Approved.
Sample social media workflow
- The social manager enters each post, caption, and format.
- The client reviews the monthly batch before the deadline.
- Approved posts stay approved. Posts with Changes requested return to the owner.
- The owner updates the media or caption and increases the version.
- The client gives final approval on the new version.
- The manager schedules only items with an Approved status.
FROM TEMPLATE TO SOFTWARE
Want to run this workflow without tracking it manually?
A spreadsheet can define the process. ApprovePost content approval software runs the review step with private links, feedback tied to each content item and version number, change requests, and recorded decisions.
Small teams can see how this fits content approval for agencies. Social teams can use the focused social media approval software workflow.
For more guidance, read the full content approval workflow.
Keep the publishing step separate
ApprovePost records the client's decision. It does not schedule or publish the approved content. Your existing publishing workflow remains in place.
START FREE
Run the approval workflow in one private review
Add the content, send the client one link, collect feedback, resubmit revisions, and record the final decision.
No credit card required. No client signup.