Content management
How to Set Up a Content Approval Workflow for Site Changes
NDC Inc. · · Updated
Start with one page, one person who makes changes, and one person who gives approval. Use a preview to examine the page before publication. These instructions give a small team an inspection procedure and an example worksheet. Examine your system before you use them.
Start with One Page
Select a page that your personnel change each month. Use an inspection step for its text, images, and links. Keep a copy of the page before each change. Give a second person the text before the change and the new text. Tell that person to compare them before approval.
Microsoft Dynamics 365 Commerce site builder lets personnel select themes and set up modules without code.
Form instructions must be available to screen readers.
These tool and access examples do not show that all systems have the same steps. These instructions are for Canadian teams. Examine the limits on personnel time and tools before you add a new tool.
Set Personnel Roles
Give one person permission to change the page text. Give a second person permission to give approval. These roles are examples. Do a test of each role with a sample page. Make sure the first person cannot publish if a second inspection is necessary. Record who can publish in the worksheet.
In Microsoft Dynamics 365 Commerce, the command bar shows only the available steps.
In Microsoft Dynamics 365 Commerce, the page inspector lets you select Edit before the page editor is open.
A missing button does not show that your roles are correct. Do a test of the roles. Tell the person who has control of your site if you cannot set different permissions for page changes and publication.
Sources: [3]
Preview the Page
Use a preview to examine each changed page. Compare the text with the instructions in the e-mail. Open each changed link. Read the page on a phone and a computer. Do a test of the form with example data. Do not use personnel or user data in the test.
Tell the person who gives approval to record it for that version of the page. If the text changes after approval, send the page for a new inspection. Keep the approved copy with the e-mail. This gives the team a clear record of the text that the person saw.
In Microsoft Dynamics 365 Commerce, select Publish to make the page available to site users after the Finish editing step.
Sources: [3]
Use E-mail for Approval
A small team can start with an e-mail and a copy of the page text. Write the page name at the start. Give the person who examines the page the preview link, the change, and the inspection date. Tell that person to give approval or reject the change in an e-mail. Do not publish without approval.
The Power Automate example uses Site Address, List Name, Id, and Title as necessary fields for its SharePoint Update item step.
Power Automate can show in an e-mail that approval is complete.
Use this Microsoft example only if you can do your task with it. It does not give complete instructions for your site. Start with the tools that your personnel have. Examine the necessary permissions and test results first. A new tool can add work for a small team.
Sources: [5]
Make Forms Clear
A label for a form control helps assistive technology identify that control.
Keep the approval form short. Include only fields necessary for the inspection. Give each field a clear label.
An aria-label gives a form control a name for screen readers but does not show that name to visual users.
Use a label that all personnel can see where possible. Write the data format next to the field. Do a test of the form with a keyboard. Tell personnel to read the instructions and complete a sample form. Record each step they cannot complete. Correct it before personnel use the form.
Keep the Limits Clear
If one person has control of the site, a second inspection is not always possible. Keep a copy of the page text and use a preview before publication. For a small text change, an e-mail procedure can be sufficient. For many pages, do a test of an approval tool on one page first.
Approval of text does not make code safe. Tell the person who has control of your site to examine code and content from other sites. Use different steps for this work and for text approval.
Different inspections are necessary for text and code. Keep a record of each inspection when a change includes text and code.
Sources: [5]
Do a Test of the Procedure
Use the worksheet as an example. Replace its roles with personnel names before you start the task. Select one page and do the steps for text changes, inspection, approval, and publication. Then read the page after publication. Compare it with the approved copy. If it is incorrect, use the copy that you kept and examine the cause.
Google gives a sandbox domain as one method for user content. It uses a different domain for that content.
A sandbox domain does not replace your approval procedure. Tell the person who has control of your site to examine the system if you will publish user content. Examine personnel roles when personnel change. Record the person who gives approval for each page. Send each e-mail to the correct person.
Sources: [6]
Example Content Approval Worksheet
These rows are examples, not mandatory personnel roles. Write the name of a person for each role in your copy. Make sure each person knows the task. Record who can publish. If one person has the two roles, record how that person will preview the page before publication. Use a different e-mail for each change and keep its approval with the approved copy.
| Page | Change Role | Approval Role |
|---|---|---|
| Home page | Person who makes changes | Person who gives approval |
| Instructions page | Person who makes changes | Person who gives approval |
| Contact page | Person who makes changes | Person who gives approval |
| Personnel page | Person who makes changes | Person who gives approval |
| Form instructions | Person who makes changes | Person who gives approval |
| Site information | Person who makes changes | Person who gives approval |
Sources and checks
- Ways to add content - Commerce | Dynamics 365 | Microsoft Learn
Source checked 2026-10-14 - Form Instructions | Web Accessibility Initiative (WAI) | W3C
Source checked 2026-10-14 - Modify an existing site page - Commerce | Dynamics 365 | Microsoft Learn
Source checked 2026-10-14 - Labeling Controls | Web Accessibility Initiative (WAI) | W3C
Source checked 2026-10-14 - Create and test an approval workflow with Power Automate - Power Automate | Microsoft Learn
Source checked 2026-10-14 - Securely hosting user data in modern web applications | Articles | web.dev
Source checked 2026-10-14