Workflows & Approval

Customized workflows for content governance.

Today’s digital campaigns are complex and require coordination of multiple touchpoints along the customer journey. With dotCMS, you can easily create and manage sophisticated, multi-step workflows - in parallel - without heavy coding, thanks to our NoCode tooling and capabilities.

Key Features

Workflow Essentials

In dotCMS, the workflow consists of three key items: Schemes, Steps and Actions/Subactions. In dotCMS workflows have no limits on the number of steps or subactions within the workflow.

Illustration of the workflow scheme in dotCMS Hybrid Content Management System


dotCMS allows you to define an unlimited number of custom workflows. Our starter ships with two schemes you can use as blueprints for your custom workflows: Default and Document Management. Both schemes consist of a number of steps and subactions. A scheme has a number of properties such as name and description and the option to archive.


A step in a workflow scheme has a name and an order that can be set in the scheme. A step can also contain scheduled actions such as: publishing, save as draft, and return for edits, where the interval for scheduling can be set at any time.

Create custom workflow steps in dotCMS
Create sub-action to automate process

Actions & Subactions

A step can have multiple actions and subactions that need to be executed before moving to the next step in the workflow scheme. For each action, you can define to whom it can be assigned (group or individual user), what the next step in the workflow scheme is, allow for comments, allow for custom code and add one or more subactions.


For larger deployments of dotCMS it is not uncommon to have a multitude of workflow schemes implemented and active. In order to keep an overview of the content management process, the Workflow Module comes with the notion of Tasks. It allows the content manager to have actionable insights for a specific content type and insights to where in a workflow the content sits.

Track and manage your workflow tasks form the dashboard

Key Features


Easily require two or more approvals for any action or subaction to ensuring proper content governance.

Custom Actions

Custom actions can be used to extend workflow actions and to integrate with 3rd party systems through dotCMS plugins.

Action Groups

Action Group allow a single action to trigger multiple subactions establishing streamlined content governance.

Workflow Builder

The intuitive drag and drop interface in workflows allows for simple creation and editing of custom workflow schemes.

Translation Subaction

The translation subaction allows one click translation using our integrated AI language translator. It also supports simple integration with 3rd party translation companies.

Social Media

Automatically post content to social media channels. This allows you to integrate social media into your workflow streamlining your campaign and marketing flow.

Content Governance & Approval

Every business that is digital today exposes its corporate and marketing content to the public over various touchpoints. And with the rise of the Internet of Things (IoT), this number increases exponentially and puts an even higher demand on enterprises to produce more content. This becomes an issue for those companies operating in a controlled industry, like pharmaceutical, medical, finance, where strict content governance and approval is required.

To simplify content governance, dotCMS offers a content approval workflow and publication module with features like Four-Eyes Approval and Action Groups that can be personalized with NoCode drag and drop, making it easy to deliver the content your audience requires while mitigating the risk.  

Related Resources

Product Brief

Content Approval & Workflows


Website Accessibility Checklist: 10 Steps Towards Website Compliance


dotCMS Workflows Explained