Content Moderation Workflow

Submitted by wbsadmin on Mon, 05/10/2021 - 10:48

These are the user roles for creating, updating, and publishing content and media:

  1. author
  2. editor
  3. reviewer
  4. moderator
  5. publisher

These are the workflow states that content and media can have:

  1. Draft
  2. Edit
  3. Review
  4. Moderation
  5. Published
  6. Archived


Only users with the author role can create new content. By default, any newly-created content is in the Draft state. When an author is ready for their content to be seen by an editor, they change the moderation state from Draft to Edit.


When the content is in the Edit state, a user with the editor role determines if it should undergo further revisions. If no revisions are necessary, they can change the moderation state to the Review state.


Content in the Review state must be reviewed for accessibility issues. It is also an opportunity for reviewers to through both an accessibility review and a technical review. Once a user with the reviewer role approves the content, they can set it to the Moderation state.


Users with the moderator role are responsible for ensuring other versions of the content (e.g. translations) are available if needed. Once this is taken care of, moderators can set content to the Published state.


Once content is published, only users with the publisher role can unpublish that content by setting it to the Archived state.


Once content is in the Archived state, it can be republished by a publisher. If a new version of the content is needed, a new draft can also be created from the archived content.

Using Workflow

Changing the Moderation State

If you have the author, editor, or publisher role:

  1. Edit the content.
  2. At the bottom of the page, above Save, you will see the Current state of moderation.
  3. Under Change to, select the desired moderation state.
  4. Then select Save

If you do not have editing permissions (e.g. reviewer, moderator roles):

  1. Go to admin/content/moderated for a list of content in a pending (i.e. unpublished) state.
  2. Click the title of a piece of content to view it.
  3. At the top of page, a box will appear showing its current Moderation state and the option to change it.

NOTE: only states a user has permission to access will appear in the Moderation state drop-down menu.