Workflow and permissions

More features

A major strength of the Contensis CMS is how easy it is to set up permissions and workflows to ensure that organisations can manage large amounts of content and numerous editors efficiently.

Permissions overview

All users have their own appropriate access to what they can and can't view, edit, create or approve. Permissions are easy to configure but, at the same time, entirely granular. Individual users and groups can be given access to very specific areas, not only within the CMS but also to allow access to parts of a published website.

Permissions for editors
Permissions for website users
Roles and groups

Workflow overview

Contensis makes organisational workflows easy.

The first step involves a user checking-out content. When the user saves, they can pass the content to another user or submit it for approval.

The content can then be approved by users with approval permissions, revoked by the editors for further work, or declined. If the content is approved, it is published to the live site.

Why use the workflow?

  • simplify approval and publication of content

  • increase productivity

  • deliver accountability and compliance

  • reduce compliance risk

  • support information governance

Submit and Approve Content


Administrators can stay updated at each step of the workflow by allowing notifications.

As an example, when a piece of content is sent for authorisation, the system will send out an email to all available authorisers to notify them of the authorisation request.

Approvals can happen directly from the email, based upon a full screen shot of the content. Alternatively you can configure the CMS to just include a link in the email which opens the content in the CMS.

If you use publishing schedules you can receive notification when content is due for review or due to expire.

Customising the workflow

If you do want to create more complex workflows or a bespoke workflow, this is also possible and entirely configurable using the Contensis core API. With this method you can create any number of steps, in any way you choose. Customers will often implement a workflow in this way if they want a specific workflow configured for policy documents, for example.