Content Workflows & Approval

Today’s digital campaigns are complex and require coordination of multiple touch points along the customer journey. With dotCMS, you can easily create and manage sophisticated, multi-step workflows - in parallel - without heavy coding, thanks to our NoCode tooling and capabilities.

Key Features

Workflow Essentials

In dotCMS, the workflow consists of three key items: Schemes, Steps and (Sub)Actions. These make up the foundation for any workflow, which can then be applied to any content type - without limits on the number of steps or actions with the workflow.

Illustration of the workflow scheme in dotCMS Hybrid Content Management System


dotCMS allows you to define unlimited number of custom workflows. Our starter ships with two schemes you can use as blueprints for your custom workflows: Default and Document Management. Both schemes consist of a number of steps and actions. A scheme has a number of properties such as name and description and the option to (un)archive.


A step in a workflow scheme has a name and an order in the scheme that can be set. A step can also contain scheduled actions (publishing, Safe as Draft, Return for Edits) where the interval for scheduling can be set at any convenience.

Create custom workflow steps in dotCMS
Create sub-action to automate process


A step can have multiple Actions and Sub-actions defined that need to be executed before moving to the next step in the workflow scheme. For each action you can define the to whom it can be assigned (group or individual user), what the next step in the workflow scheme is, allow for comments and allow for custom code and add one or more sub-actions.


For larger deployments of dotCMS is not uncommon to have a multitude of workflow schemes implemented and active. In order to keep an overview of the content management process, the Workflow Module comes with the notion of Tasks. It allows the content manager to have actionable insights for a specific content type where in a workflow the content sits.

Track and manage your workflow tasks form the dashboard

Key Features


Easly require two or more approvals for any action or sub-action to ensuring proper content governance

Custom Actions

Plugins allow you to easily extend actions letting you integrate with 3rd party systems or create custom actions.

Action Groups

Allow a single action to trigger multiple sub-actions allowing for simpler and more streamlined content governance.

Drag & Drop

Easly create and edit custom workflow schemes with our easy and intuitive drag and drop interface.

Translation Subaction

One click translation using our integrated AI language translator or easily send or integrate with 3rd party translation companies.

Social Media

Automatacly post content to social media channels allowing you to integrate workflow into your campaign and marketing flow.

Content Governance & Approval

Every business that is digital today exposes its corporate and marketing content to the public over various touch points. And with the rise of the Internet of Things (IoT), this number increases exponentially and puts an even higher demand on enterprises to produce more content. This becomes an issue for those companies operating in a controlled industry, like pharmaceutical, medical, finance, and the like, where strict content governance and approval is required.

dotCMS offers a content approval workflow and publication module with features like Four-Eyes Approval and Action Groups built NoCode drag and drop capabilities, that makes it easy to deliver the content your audience requires while mitigating the risk.  

Related Resources

Product Brief

Content Approval & Workflows


Website Accessibility Checklist: 10 Steps Towards Website Compliance


Digital Marketing in dotCMS