Approval workflows ensure consistent, high quality documentation

What’s new

Scribe’s new approval workflows guarantee that only reviewed and approved content goes live. This gives Team Admins stricter control over knowledge sharing, protects compliance in regulated environments, and ensures your teams always rely on accurate, up-to-date guides. 

By enabling approval workflows, teams can:

• Ensure compliance in regulated environments by gating publishing behind an enforced review step.

• Protect content integrity by keeping unapproved drafts hidden until approval.

• Increase confidence that every guide your teams see is accurate, consistent, and trustworthy.

How it works 

When enabled, all new guides and edits start as drafts. Creators see a “Submit for Approval” button instead of “Publish.” The content cannot be shared until a Team Admin approves it, at which point it’s published with default sharing permissions.

Here’s how approval workflows impacts your Scribe documents: 

• New guides: Cannot be shared or viewed by anyone except the creator and Team Admins until approved.

• Edited guides: The previously published version stays visible until updates are approved. When multiple editors are involved, each editor will see drafts before approval.

• Rejected drafts: Remain private, while the last published version stays live.

Approval workflows are off by default and must be enabled in Organization Settings by an Org Admin. This feature is available to Enterprise customers on Core, Hub, and Grid modules. To upgrade your module and unlock approval workflows, please contact your CSM.

Learn more. 

FAQs

Who can approve documents?

Only Team Admins can approve and publish documents.  If a Team Admin is the creator, they can publish their own guides without needing additional approval.

What happens to existing published documents when approval workflows are turned on?

They remain visible and unchanged. From that point forward, all new documents and edits require approval before publishing.

My organization previously used Review Queue. What happens next?

Approval workflows will replace Review Queue and provide more control over how teams create, review, and publish Scribes. Review Queue will be retired for all customers by November 30, 2025. Please reach out to your CSM with any questions.