---
title: Manage workflows
slug: content-marketing-platform/docs/manage-workflows
docTags: 
createdAt: 2026-07-20T15:45:28.654Z
---

Use workflows in Optimizely Content Marketing Platform (CMP) to configure processes for your team’s collaboration, approval, and publishing requirements for types of tasks, content formats, and other use cases. Custom workflows are for teams with more complex content collaboration requirements, such as working with an editorial team or an agency that may require a mandatory approval step before publishing content.

:::hint{type="info"}
**Note**

Workflows are accessible only to account administrators. If you need to be an administrator, contact another administrator or [Optimizely Support](mailto\:support@optimizely.com).
:::

## Create a workflow

1. Go to your avatar > **Workflows**.
2. Click **More (...) > Edit** to edit existing workflows, or click **Create Workflow** to add a workflow. The workflow configuration window displays. 
3. Enter the **Workflow Title**.
4. (Optional) Add a description.
5. Toggle on **Smart duration** to automatically adjust multiple due dates in subsequent steps if a user completes a step ahead of or later than its due date. It also adjusts the task due dates if the previous step was completed or skipped on a different date than its assigned date. Activating smart duration for an existing workflow only impacts tasks that you create with that workflow.
6. Toggle on **Asset approval with brand compliance** to ensure that the assets you upload comply with the brand guidelines you import. See [Compliance checker overview](docId\:jSmYUYDryb-mTLuHFAnfO) for information.
7. Click **Save**.

![Workflow Overview.png](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/Fsv6DMi8EoIat1gJjElaE-20260720-145913.png)

### Add steps

![New Workflow.png](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/3Xi7UUrp-WynD2QhSI9OX-20260720-145913.png)

1. Click the **Steps** tab.
2. Choose which settings (if any) to apply:
   - **Fixed** – Prevent users from making changes to the workflow. Only assigned users can complete their steps. You can only make changes to the workflow in settings. In a fixed workflow, a user with **Edit** access can set an assignee only while a step is unassigned. Reassigning a step that already has an assignee is an **Admin**-only action. To reassign a step, an **Admin** edits the workflow in its settings. This restriction is by design and preserves the governance of a fixed workflow.
   - **Enable Fields on Steps** – Use fields in the calendar view to search and filter tasks for steps.
   - **Enable Step Field Edit within Task** – Let anyone with task edit permissions edit step fields. Admins have edit permissions by default.
3. Click **Add Step** to add a step to your workflow.
4. Enter a title for the step.
5. Click **Add assignee** if you have a predetermined user or team for the step. Steps are unassigned by default.
6. Click **More (...)** to reveal more options.
    

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/KxflXVdP9AfpLrhcyurBU_manage-workflows-workflow-step-actions-dropdown-with-insert-convert-and-delete-options.png)

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**Insert step** – Add a step between two steps. 
:::

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**Convert to External Step** – Integrate external systems with the workflow.
:::

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**Delete** – Delete the step. 
:::

7. Expand a step by clicking on it to enter optional details.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/9bhLy4PMzmDAwww6RluP2_workflows-new-workflow-steps-workflow-step-2-content-expanded-with-actions-and-sub-step-options.png)

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**Description** – Description for the step. 
:::

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**Duration** – Automatically set due dates for the tasks your team creates with this workflow, which CMP applies during task creation. This is optional, but if you set one, you must set a duration for each step in the workflow.
:::

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**Save assets to the Library on step completion** – Save any content you add to the task to the library. See [Content workspace](docId\:XH27Qj2FzDgHr8Nde5LqR) for information on selecting assets to push to the library from within a task.
:::

:::Paragraph{listStyleType="disc" indent="2"}
**Select actions for this step** – Select what workflow actions to apply. See [Apply actions](docId\:z4qRq7wJIEQt3sS3PK_jn).
:::

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Click **Add Sub-Step** to add multiple sub-steps for users or teams, and complete in any order when the parent step is the current step.
:::

8. Click **Save**.

### Apply actions

CMP Workflow Actions are designed for highly governed organizations that require step-level permission control in fixed and uneditable workflows. This lets administrators assign users to a step and provide permissions for relevant functionality without giving edit access to the full task. In such workflows, assigned users can perform only the specific actions listed within the steps assigned to them. Task owners (non-Admins) cannot reassign or modify steps in fixed workflows.

:::hint{type="info"}
**Note**

This legacy feature is no longer the recommended approach because it causes delays and blocks users from carrying out their tasks in async.
:::

You can set the following actions: 

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/8b11ICXGB-RKCiA6FlfyG_manage-workflows-workflow-step-select-actions-panel-with-production-publishing-and-others-checkboxes.png)

- **Find Content** – Gives access to search the library and marketplace for content. Assigning users to a step with this action lets them access the Library and Marketplace to find content with the **Task Content** tab.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/GveQ1KxjPxX0vKJqT0hbO_add-content-add-content-dropdown-menu-with-select-from-submenu-showing-marketplace.png)

- **Write/Edit Content** – Gives access to the Content Editor to write or edit content. This option shows in a Task as **Write Content**. When this is activated, the user sees an option to **Edit Content**.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/FmqShvHNfUIk-lRBMB0df_manage-workflows-legacy-editor-article-content-card-with-edit-content-tooltip-and-fields-section.png)

- **Write/Edit Share** – Gives access to write or edit in the social share widgets. This option shows in a Task as **Write Your Share**, and the **Edit** icon on the Social Share Widgets is available to the assigned user.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/AAP5mUE2yXTS2Qtpn0Qvq_manage-workflows-x-twitter-channel-post-preview-with-not-published-status.png)

- **Select Image** – Gives access to search the library or marketplace for content. This is similar to the **Find Content** permission.
- **Approve** – Gives access to approve the article. This changes the Status options available for the step.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/KXROWwK_cvJrLXyNN4NMA_manage-workflows-workflow-step-approve-and-edit-status-dropdown-with-in-review-approve-and-send-back-options.png)

- **Set Publish Destination** – Gives access to set and add a publish destination, including Feeds and Social Channels. This is available within **Task > Publishing** as **Add Channel**. A user cannot mark this step as **Complete** without a **Publishing Destination**.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/6h_lyDJ449z1pN0MuMT_K_publishing-task-publishing-tab-with-wordpress-channel-and-add-channel-button-highlighted.png)

- **Set Publish Date** – Gives access to alter the Publish Date within the Publishing widgets to the assigned user. If the date is left unaltered, CMP publishes the content when the task is completed.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/B3P0Sm2RcQpQ65372a-44_publishing-publishing-tab-schedule-date-picker-for-february-2025-with-time-selection.png)

- **Publish/Share** – Gives access to publish the content or share it on social media. When you use this action, the Workflow must have this as the last step with no other Publish to Library actions on any preceding step. This lets the assignee publish content to the Publishing Destination by completing this step (if the scheduled date is different from the Task Completion Date, then this is published at the scheduled date).
- **Edit Fields** – Gives the assigned user access to update fields on the **Fields** tab. If mandatory fields exist, then this step cannot be completed without filling them in.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/Nut0Asc-ouS2OnJab2Z-J_fields-task-fields-tab-with-comments-color-and-color-map-custom-fields.png)

Users can perform only the specific actions listed within the steps assigned to them. If you need more than one person to review and edit content, select **Write or edit content** in multiple steps.

### Add fields

You can add a field to a workflow to make the specific field visible on the **Fields** tab in a task that uses this workflow. You can select multiple fields to apply to your workflow and click **Add**. Drag and drop the fields into your desired order.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/BOS5UysTAqM_0skMPPQ2C_workflows-doc-team-testing-fields-workflow-fields-tab-with-add-field-dropdown-showing-available-fields.png)

Mandatory fields ensure your team tags every task at the right time during the task lifecycle. Click **More (...)** and toggle on **Mandatory** to apply mandatory fields. Label fields offer an additional option when you select **Mandatory**. You can make labels mandatory **At Task Creation** or **At Task Completion**. See [Add fields to steps in a workflow](docId:2CJFiSvyJC_t9GRpcR5w-) for information.
 

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/tfHB0l51PJYwKO1bf8Rfj_manage-workflows-workflow-field-options-popup-with-mandatory-and-task-completion-settings.png)

### Add content

Click **Select Content Types** to search for and select the content types you want to add to the workflow. 

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/bf9xd9bR7vkR-AaBt2wre_workflows-doc-team-testing-content-workflow-content-tab-with-default-content-types-dropdown.png)

### Library

Choose to save modified existing assets as a **New Asset** or **New Version** in the library. **New Version** overwrites the current library asset with a newer version. **New Asset** creates a new file in the library.

You can also select to **Automatically push all related related assets to library** **when task is completed** and **Add assets to library without Public URL**. See [Steps](docId\:z4qRq7wJIEQt3sS3PK_jn) and [Content workspace](docId\:XH27Qj2FzDgHr8Nde5LqR).

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/CmKGGiw2X6Zk7zOVOuh85_library-workflow-library-tab-with-new-version-toggle-and-auto-push-settings.png)

### Publishing

Click **Add Channel** and **Block Channel** to search for and select channels. When you use a workflow, the publishing channels you add automatically populate in the corresponding task. The channels you select from Block Channel do not display as options when you publish.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/0z3djSRospe5FWIGnPIh__publishing-workflow-publishing-tab-with-add-channel-and-block-channel-and-connected-channels.png)

After you configure your workflow, click **Save**.

## Delete a workflow

1. Go to your avatar > **Workflows**.
2. Click **More (...)** for the workflow and click **Delete**. 

   ![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/51OJVsq9CJ9zJlIL1PjvG-20260720-145913.png)

## Bulk delete a workflow step with its substeps

1. Go to the workflow step.
2. Click the **Delete** icon.

   ![Bulk delete workflow step.png](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/Zthvul9w52KTagcCpyxJ_-20260720-145913.png)

:::Paragraph{indent="1"}
If a substep is assigned to another user, a warning message displays for you to confirm deletion. Click **Yes, Delete** to delete the substeps.
:::

## Change task status

You can update the status of a task in the List View.

1. Go to **Plan** and see the List View.
2. Click on the **Status** of a task to change it.
   - **In Progress** – Change to **Complete**, **Archive**, or **Place on Hold**.
   - **Completed** – Change to **Undo Complete** or **Archive**.
   - **Archived** – Change to **Unarchived**.
   - **On Hold** – Change to **Resume From On Hold**.
   - **Overdue** – Change to **Archive** or **Place on Hold**. **Complete** is not an option when the workflow is not flexible.

If the workflow has incomplete required fields, CMP gives you an error if you try to change the task status to complete. Complete the required fields then try again.