Available to Enterprise customers on select modules.
Approval workflows help teams maintain accuracy and consistency by ensuring the right people review content before it goes live — a key part of scaling how work gets done.
With Approval Workflows enabled, Scribes must be reviewed and approved before they can be published.
Choose who approves Scribes
System Admins can control who is responsible for approving Scribes. This allows you to match your approval process to your team’s structure — whether that requires admin oversight, peer review, or both.
When enabling Approval Workflows, select one of the following modes:
Team Admin mode
Use this mode when Scribes require formal approval from a Team Admin before publishing (you need strict oversight, compliance, or final approval from a designated owner):
- A Team Admin must approve and publish the Scribe
- Creators can add up to 5 teammates as additional reviewers
- All reviewers are notified at the same time and review in parallel
Result: Every Scribe is approved by an admin, with optional input from teammates.
Teammate review mode
Use this mode when peer review is sufficient, and admin approval isn’t required (if your team prefers a faster, collaborative review process):
- Team Admin approval is not required
- Creators can publish once the required number of approvals is reached
- System Admins set the minimum number of approvals
- Teams can adjust the required number of approvals as needed by overriding the org settings
Result: Teams can move faster while still maintaining quality through peer review.
How to manage Approval Workflows Settings
Here's how it works when approval workflows are enabled:
- A Creator submits a Scribe for approval
- Reviewers are notified and can approve or request changes
- The Scribe is published only after all approval requirements are met
Approval requirements depend on the selected mode (Team Admin or Teammate review).
FAQs
Who can enable approval workflows?
Only System Admins can enable this feature in Org Settings → Features. They can turn it on for the entire organization or specific teams.
Can I choose who approves documents for my team?
Yes. System admins can choose whether approvals are handled by Team Admins only or by teammates.
Can creators still add teammate reviewers when Team Admins only is selected?
Yes. Teammate reviewers can be added optionally, but Team Admin approval is still required to publish.
What happens to my existing Scribes and Pages?
All existing documents remain published as they are. Approval workflows only apply to new documents or edits made after the feature is enabled.
Can I share a document while it’s pending approval?
Drafts and pending documents remain private to creators and admins until approved. External viewers or team members without edit rights will only see the last published version.
What if a document is rejected?
The document stays in draft. The creator receives a notification and can update and resubmit it for approval.
Can this feature be turned off for a specific team?
Yes. System Admins can enable or disable this feature at any time, at either the organization or team level. To do this, go to Org Settings → Features. Team-level overrides live in the Team Management table.
How can I get access to Approval Workflows if my team needs it?
Approval workflows are available to customers on certain Enterprise modules. If having a review and approval process is critical for your team, contact us at support@scribehow.com for next steps.