Chamaileon's Review and Approval Workflow feature is designed to streamline the process of gathering feedback and getting final approvals on your email designs.
Unlike the quick "Share" feature, this workflow provides a secure and structured environment for collaboration, making it ideal for formal reviews and sign-offs.
With tools for commenting, approval tracking, and access control, this workflow ensures that all feedback is captured and managed efficiently.
In this article, you’ll learn how to use the Review and Approval Workflow to collaborate effectively on email designs.
Why Use the Review and Approval Workflow?
Commenting and Feedback: Collaborators can leave comments directly on specific parts of the email design, facilitating a detailed review.
Approval Tracking: Keep track of who has reviewed and approved the design, creating a clear trail for reference.
Access Control: Unlike the shareable link, the review workflow requires an email address and login, ensuring that only authorized users can participate in the review process.
1. Setting Up a Review Workflow for an Email Template
Select the Email Template: In your Chamaileon dashboard, choose the email design that you want to submit for review.
Enter Review Mode: Click on the "Share" menu point located in the template's menu. Choose the Review tab.
Add Reviewers:
Click on the "Add Reviewer" option.
Enter the email addresses of the people you want to involve in the review process.
You can't continue without adding at least one reviewer.
Tip: You can add multiple reviewers and collect multiple approvals in one workflow.
2. How to Use the Commenting Feature
In the review mode, reviewers can click on specific parts of the email design to leave comments.
Each comment will appear in a sidebar, and reviewers can reply to each other’s comments for better collaboration.
As the owner of the email design, you will receive notifications whenever comments are added, allowing you to address feedback in real-time.
Best Practice: Respond to comments promptly and resolve any questions within the review environment to keep feedback organized and avoid miscommunication.
3. Approval Tracking
Once reviewers have completed their feedback, they can approve the email design by clicking the "Approve" button.
You can track the status of each reviewer’s feedback in the "Review Status" section, which provides a clear overview of who has approved the design and who is still pending.
The approval status will be updated automatically, ensuring you always know the current stage of the review process.
Reviewers can revoke their approvals at any time; however, we strongly advise against doing so.
Reminder: Only designated reviewers with appropriate permissions can approve the design, adding an extra layer of control to the workflow.
4. Finalizing the Review and Making Edits
If the email design needs changes based on reviewer feedback, you can make the necessary edits in Chamaileon’s visual editor.
After making the changes, go back to the "Review" mode to update the reviewers on the changes and request a final review.
Use the Resolve Comments feature to mark comments as addressed, keeping the feedback process organized and transparent.
5. Best Practices for Using the Review and Approval Workflow
Use for Formal Approvals: While the "Share" feature is great for quick previews, the Review and Approval Workflow should be your go-to for formal sign-offs.
Set Deadlines: Setting a deadline for reviews helps to keep the process on track and ensures timely approvals.
Manage Access: Carefully select reviewers and manage their permissions to maintain a secure review environment.
6. Tips for Reviewers
Reviewers will receive an email with instructions on how to log in and access the email design in review mode.
They can switch between desktop and mobile previews to see how the email will render across devices.
Reviewers should use the commenting feature to leave detailed feedback and click "Approve" when they are satisfied with the design.
Conclusion
The Review and Approval Workflow in Chamaileon is a powerful tool for structured collaboration. It allows you to gather detailed feedback, manage approvals, and keep track of the review status in one secure environment. This feature is ideal for formal reviews, ensuring that all stakeholders are involved and that the final design meets everyone’s standards.
If you have any further questions about using the Review and Approval Workflow, please contact our support team or refer to our additional documentation for more tips and guidance!