PHPMatters Help You Better Hosting Your PHP-based Sites
How to Manage Editorial Workflow In WordPress Site with Multi-Authors

How to Manage Editorial Workflow In WordPress Site with Multi-Authors

When your website grows bigger than ever before and attracts a large number of daily visitors all over the world, you may need to hire some writers or editors for coming out the great contents. After all, it can be a huge burden for you to write on your own entirely.

In this case, you may take a large sum of money, energy and time to hire these experts whose writing styles are totally catering to your needs and preferences. But now, the problem is how to manage and handle them to achieve an effective workflow and the improved productivity?

In fact, things can be much easy for all the WordPress based websites, for there are a lot of user-friendly plugins to deal with this issue. Here, if you do not know how to manage editorial workflow in WordPress sites running with multiple authors, you can check the below tutorial.

Make Use of the Edit Flow Plugin

This plugin has been highly recommended by many experienced webmasters setting up the large and multi-author websites. With the Edit Flow, you can establish a smooth and effective collaboration with the editorial team within your WordPress site. To use it with the maximum results, you should follow the below steps after installing it.

Step 1 – Add and Manage the Custom Statuses

The Custom Statuses feature of this plugin is used to determine different stages for the editorial workflow. By default, WordPress only allows two statuses – Pending Review and Draft. However, this plugin adds more statuses so that you can define the working stages in an effective manner.

In the following, we’d like to list and introduce our custom statuses to give you some inspirations.

  • Pitch – Your authors create and propose the ideas or topics for the blog posts, and wait for the review and acceptance of you.
  • Assigned – You assign the passed idea to a special author.
  • Draft – The post is simply a draft and is not ready for your review.
  • Pending Review – The post is edited properly and is ready for your review.

If you want, you can also add extra two statuses. One is “In Progress”, which means this post is working on by someone. Another is “Ready to Publish”, which means the post already passes the review and you can publish it based on your pre-determined schedule.

Custom Status

To change, edit, add and remove these custom statuses, you simply need to click the Edit Flow > Custom Statuses button. Also, you can decide whether to use these statuses on your posts and pages.

Now, in the editing screen, these statuses can be changed and updated easily. Also, you and other team workers can check these statuses directly from the Posts or Pages screen.

Post Status

Step 2 – Check and Monitor the Working Progress

After assigning the tasks to your authors, now, you need to constantly monitor their working progress. For this, you can leverage the Calendar feature, which ensures the clear views for your contents based on weeks or on months. With it, you can have a clear image that indicates which post is under review, which one is published on time and which one needs the extra efforts and efficiency.

To check it, you just need to click the Calendar button from the Dashboard.

Workflow Calendar

By default, you can check the working progress for the future 6 weeks, but you have the freedom to change the date range in the screen options. In addition, the calendar can be filtered based on the custom statuses, categories and users.

It is possible that you want to create some tasks directly on this calendar. If so, you only need to click the Plus button from the calendar. Note that the default status is “Pitch”.

Even, you can determine the post types to show or to create from the Calendar settings page.

Calendar Settings

Step 3 – Enable the Dashboard Widgets

This step simply achieves a quick overview of which state your workflow is in right after you enter the WordPress dashboard.

Enable the Dashboard Widgets

These widgets include Notepad, Post Status and Posts for Following. Personally, we think the first two widgets are pretty useful.

Dashboard Widgets

Step 4 – Allow the Editorial Comments and Notification

The Editorial Comments feature allows you to save the email overload and start the conversation between you and your writers easily, keeping close to where your contents matter. To enable this feature, you simply need to click the Editorial Comments button and choose the post types that can get this function.

Allow the Editorial Comments

Now, on the editing page, there is an Editorial Comments section. Here, you can click the Respond to This Post button to leave some private messages about the contents or to discuss what should be improved before the publication.

Respond to This Post Button

As for the Notification feature, you can notify your target writers of what is happening on a given post, such as the changes of the status and the updates of editorial comments. All of the notification will be sent out using the email.

To choose who can receive these notification emails, you can check the Notification meta box in the editing screen.

Notification Box

Step 5 – Organize User Groups

The last step is to organize your user groups so as to assign different responsibilities to your team members. For instance, some of them are responsible for writing posts, some are responsible for giving feedbacks and others are responsible for ensuring the final visual effects.

You can add as many user groups as you want and edit each of them to add users.

Organize User Groups