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If your organization has more than one employee or you have outside parties contribute to your website’s content, you can benefit from workflow and access right features if you have the right Content Management System. However, many organizations fail to get the most out of this feature. This is generally do to improper training on the subject.

Here are Some Tips for Getting Started With Access Rights and Workflow:

Define and create admin groups for the different departments in your organization. For instance, define a marketing, sales and support group.

1. Create roles for each user in admin group such as publisher and contributor so senior staff can review content before it is posted on your website.
2. If your CMS allows it, restrict each admin group to the specific sections/functions of your CMS. For example do not provide your support staff with access to a page like “Message from the President”, but do give them access to the “FAQ” section.
3. Enable publishing history and event logs so you can keep track of who modified what and when. This will increase your staff’s sense of accountability.
4. Build your content from within the CMS. Do not start in a text editor like MS Word if you can avoid it. This will increase your collaboration efficiency within the CMS and centralize your content repository. Additionally, this will save time since pasting from MS Word often causes loss of formatting fidelity.
5. Enable approval reminders so your senior staff will be notified of actions they need to take even when they are not logged into the CMS application.

Taking the time to set up your access rights and workflow will improve your operational efficiency and save your organization time, allowing staff to spend time on more tasks that drive business.

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