Maintaining a single source of truth requires collaboration. Waybook provides two distinct ways to ensure your content is vetted before it reaches your team: Submit for Review and the Approval Process.
While they might sound similar, they serve different purposes:
Submit for Review is for collaborative feedback and peer review.
Approval Process is a formal workflow that blocks publishing until specific stakeholders sign off.
Choosing the Right Workflow
| Best For | Blocks Publishing? |
Submit for Review | Peer feedback, collaboration, and quick quality checks | No |
Approval Process | Compliance, managerial sign-off, and brand consistency. | Yes |
Submit for Review
Submit for Review is designed for agility. It allows collaborators, especially those without publish permission, to request feedback to ensure a document is on the right track.
How Does Submit for Review Work?
While editing a document, click Submit for Review
Select a team member to review the content
The reviewer receives a notification and can jump directly into the document
The reviewer can make changes, add comments, and then Complete the Review
Once the review is complete, the requester is notified. They can then choose to continue editing or Publish the document
💡 Need feedback from multiple team members?
You can assign multiple reviewers to ensure that every aspect of your content gets the right level of oversight.
Approval Process
For documents that require strict compliance or executive oversight, the Approval Process acts as a formal gatekeeper. When an approval process is active, a document cannot be published until every required stage is approved.
Approval Process is a Pro Plan feature. If you don't see the option in your document settings, head to your Billing Settings to upgrade.
Setting Up An Approval Process
Navigate to the document and open Settings.
Select Approval Process from the side panel
Define your stages (e.g., Legal Review or Manager Approval) and assign specific users or groups to each stage
Click Save Approval Process
💡 Waybook Tip
Approval stages can be adjusted even after activation. Any changes will automatically apply to future reviews.
The Approval Workflow
Block Publishing: Once activated, the Publish button is replaced with Submit for Approval
Decision Power: Approvers can Approve, Reject, or Suggest Changes.
Full Transparency: If a document is rejected or changes are suggested, the editor must address the feedback before resubmitting for approval.
💡 Waybook Tip
Use the Approval Process for high-stakes documents like Safety Procedures or Employment Policies, where accuracy isn't just preferred - it's mandatory.
If you have any questions or would like help setting up your Approval Process, reach out to the support team - we're always happy to help.