Content publishing workflow

Getting started

This section covers the step-by-step process for getting content from draft to live on the website. It outlines who does what, when things need to happen, and how we keep everything running smoothly. Follow this process to make sure your content is edited, approved, and published on time — without last-minute chaos or emergency fire drills.

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1. Content Creation

• Solution Marketer
• Creates content using the website content template

→ Includes: headline, body, image URLs, meta info, CTAs

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2. Content Editing

• Content Editor
• Reviews for clarity, grammar, tone, SEO
• Provides edits or recommendations

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3. Content Entry in Webflow

• Solution Marketer
• Posts finalized content into Webflow Collection item
• Adds images, alt text, links, SEO fields

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4. Team Manager Review

• Team Manager
• Reviews the Webflow post in Preview
• Checks branding, legal, strategy fit
• If approved → marks as Approved in Smartsheet
• If not → sends feedback to Solution Marketer → status: Needs Edits

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5. Queue for Publishing

Solution Marketer

Sets the collection item as Queued for Publish

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Publishing Schedule

Wednesday — Web Manager publishes queued items by 3 PM Eastern

Tuesday — 3 PM Deadline for approvals/queueing

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Emergency Edits / Hotfix Criteria

✅ Legal, compliance, or critical errors

✅ Broken links or media

✅ Executive-level campaign changes

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Emergency Process

• Solution Marketer flags in Smartsheet → Web Manager + Team Manager

• Adds “Priority → Emergency” in Smartsheet

• Web Manager prioritizes + publishes outside Wednesday cycle

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Smartsheet Status Flow

Draft → Ready for Edit → Edited → Ready for Manager Review → Approved → Queued for Publish → Published

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