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How to Enhance Editorial Workflow in WordPress Site

How to Enhance Editorial Workflow in WordPress Site

When your website grows bigger than ever before and attracts a large number of daily visitors all over the world, you may need to hire some writers or editors for coming out the great contents. After all, it can be a huge burden for you to write on your own entirely.

In this case, you may take a large sum of money, energy and time to hire these experts whose writing styles are totally catering to your needs and preferences. But now, the problem is how to manage and handle them to achieve an effective workflow and the improved productivity?

In fact, things can be much easy for all the WordPress based websites, for there are a lot of user-friendly plugins to deal with this issue. Here, if you do not know how to manage editorial workflow in WordPress sites running with multiple authors, you can check the below tutorial.

Enhance Editorial Workflow in WordPress using Edit Flow Plugin

To increase the productivity of your editorial workflow, the easiest way is to use the Edit Flow plugin. With it, you can redefine the whole writing schedule and process of your site. In addition, this plugin is developed using multiple modules. This way, you can plan, manage and monitor the content writing with much ease.

Note that there are 7 core plugin modules available to help you better control your workflow. With the proper utilization of them, both you and your writing team can save time to focus on the contents effectively. Check the following to know how to leverage them.

Customize the Editorial Calendar

With the installation of this WordPress plugin, you can find a new option of Calendar from the drop-down list of the Dashboard tab. This special calendar ensures the clear view of your website posts on the weekly and the monthly basis. Thus, you and your writers can know which articles are posted on time and which fail to meet the deadline.

Editorial Calendar

Note that for the better checking, you can use the built-in filter to check the posts based on post status, content categories and exact writers. In addition, this calendar can only display the future 6 weeks. However, you can change the date range using the screen options. Also, for the unpublished drafts, you can drag and drop them to some other posting dates from this calendar directly.

Even, you can press the Edit Flow > Calendar button from the admin panel. Here, you can choose to showcase all the posts and pages on this calendar and to create the posts from the calendar.

Editorial Calendar Settings

Add and Manage the Custom Statuses

The Custom Statuses feature of this plugin is used to determine different stages for the editorial workflow. By default, WordPress only allows two statuses – Pending Review and Draft. However, this plugin adds more statuses so that you can define the working stages in an effective manner.

In the following, we’d like to list and introduce our custom statuses to give you some inspirations.

  • Pitch – Your authors create and propose the ideas or topics for the blog posts, and wait for the review and acceptance of you.
  • Assigned – You assign the passed idea to a special author.
  • Draft – The post is simply a draft and is not ready for your review.
  • Pending Review – The post is edited properly and is ready for your review.

If you want, you can also add extra two statuses. One is “In Progress”, which means this post is working on by someone. Another is “Ready to Publish”, which means the post already passes the review and you can publish it based on your pre-determined schedule.

Custom Status

To change, edit, add and remove these custom statuses, you simply need to click the Edit Flow > Custom Statuses button. Also, you can decide whether to use these statuses on your posts and pages.

Now, in the editing screen, these statuses can be changed and updated easily. Also, you and other team workers can check these statuses directly from the Posts or Pages screen.

Post Status

Note that the post status can be showcased on the editing calendar clearly.

Enable the Dashboard Widget

This plugin offers 3 special widgets to showcase the overview of your editorial workflow on the WordPress dashboard.

  • Post Status – From this dashboard widget, you and other writers can check the post status along with the number of posts for each status.
  • Notepad – If you want to leave some words concerning about the writing plan, you can use this widget to tell your edit team.
  • Following – You can subscribe to some posts for the further activities. And this widget showcases the posts you have subscribed.

Dashboard Widget

Allow the Editorial Comments and Notification

The Editorial Comments feature allows you to save the email overload and start the conversation between you and your writers easily, keeping close to where your contents matter. To enable this feature, you simply need to click the Editorial Comments button and choose the post types that can get this function.

Allow the Editorial Comments

Now, on the editing page, there is an Editorial Comments section. Here, you can click the Respond to This Post button to leave some private messages about the contents or to discuss what should be improved before the publication.

Respond to This Post Button

As for the Notification feature, you can notify your target writers of what is happening on a given post, such as the changes of the status and the updates of editorial comments. All of the notification will be sent out using the email.

To choose who can receive these notification emails, you can check the Notification meta box in the editing screen.

Notification Box

Add Some Special Editorial Metadata

It is possible that you require people to fill out some special metadata after saving the drafts of the posts. For instance, you can require them to enter the word count for the content length, make sure that they have covered all the content points that are decided in advance, ensure that they have already added some images and many more.

Note that there are 7 default types for the metadata. And you can add the metadata from the Edit Flow > Editorial Metadata part.

Editorial Metadata

Organize User Groups

The last step is to organize your user groups so as to assign different responsibilities to your team members. For instance, some of them are responsible for writing posts, some are responsible for giving feedbacks and others are responsible for ensuring the final visual effects.

You can add as many user groups as you want and edit each of them to add users.

Organize User Groups


Susan Rose is a freelance writer who has a deep knowledge about WordPress. She loves everything related to website building since the freshman year at Christopher Newport University, and loves to share her experience with people all over all the world. In the daily life, Susan loves detective novels as it can train her logical thinking and creativity.