SayPro Create a Role-Based Workflow

This document outlines the creation of a role-based workflow for content operations within the SayPro ecosystem. The objective is to establish a clear, structured process that defines the responsibilities and permissions of post contributors and editors, ensuring clarity on who can edit, approve, or publish content.

This workflow is designed to streamline SayPro’s content lifecycle—from creation to publication—while maintaining editorial standards, accountability, and security.

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1. Purpose of the Workflow

The purpose of implementing a role-based workflow is to:

• Clarify responsibilities across content roles.
• Prevent unauthorized editing or publishing.
• Maintain editorial quality and content consistency.
• Enable efficient collaboration between contributors and editors.
• Align with SayPro’s content governance and the SayPro Marketing Royalty SCMR system for attribution and performance tracking.

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2. Key Roles Involved in the Workflow

A. Post Contributors (Content Creators)

• Responsibilities:
  • Draft original content such as articles, announcements, and multimedia posts.
  • Submit content for editorial review.
  • Incorporate feedback from editors when requested.
• Permissions:
  • Create and save drafts.
  • Submit drafts for editorial review.
  • View analytics for published content attributed to them.
  • Cannot publish or approve content.
  • Cannot edit content after submission unless returned for revision.

B. Editors

• Responsibilities:
  • Review submitted drafts for quality, accuracy, and compliance with SayPro guidelines.
  • Edit content to ensure clarity, tone, and structure.
  • Approve content for publication.
  • Publish approved content on the SayPro platform.
• Permissions:
  • Access, edit, and review all submitted drafts.
  • Return content to contributors with comments.
  • Approve or reject submissions.
  • Publish content directly or schedule it for publication.

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3. Role-Based Workflow Steps

The SayPro role-based workflow includes the following clearly defined stages:

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Step 1: Content Creation (Contributor)

• Contributor logs into the CMS and creates a new post or draft.
• The post is tagged, categorized, and formatted according to SayPro’s content style guide.
• Once the draft is complete, the contributor submits it for editorial review via the CMS submission system.

System Behavior:

• The draft becomes read-only for the contributor after submission.
• The editor is notified of the new submission.

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Step 2: Editorial Review (Editor)

• Editor receives a notification and opens the submitted draft.
• The editor performs a full content review:
  • Grammar, structure, tone, accuracy, compliance.
• If changes are required, the editor can:
  • Return to Contributor with inline comments.
  • Make direct edits if allowed by editorial policy.

System Behavior:

• Editor can send feedback with “Return for Revisions” status.
• Contributor is notified and regains editing access until re-submission.

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Step 3: Approval (Editor)

• Once the content meets quality standards, the editor marks it as “Approved.”
• Approved content is either:
  • Scheduled for Publication (e.g., future date/time).
  • Immediately Published, depending on platform needs.

System Behavior:

• The post is marked as “Ready for Publication” or “Published.”
• The contributor is notified that their content has been approved and/or published.
• Post is tracked in SayPro’s system for performance (used in royalty calculations under SCMR).

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Step 4: Post-Publication Monitoring

• Editor and contributor can both access post analytics (permissions vary):
  • Contributors: Views, likes, shares for their own content.
  • Editors: Full analytics across all published content.

Optional Actions:

• Editors may update or correct content post-publication.
• Contributors may suggest updates via comments if a post becomes outdated or incorrect.

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4. Workflow Visualization

plaintextCopyEdit[ Contributor Drafts Post ]
          ↓
[ Submit for Review ]
          ↓
[ Editor Reviews Draft ]
     ┌─────────────┐
     ↓             ↓
[ Return to   ] [ Approve & Publish ]
[ Contributor ]        ↓
     ↓             [ Schedule/Immediate Publish ]
[ Contributor Revises ]

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5. Workflow Management in the CMS

The SayPro CMS will support this workflow by:

• Assigning content statuses: Draft → Submitted → In Review → Returned → Approved → Published
• Automatically managing permissions based on status.
• Sending notifications to relevant users at each stage.
• Logging all actions for accountability and performance tracking.

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6. Benefits of the Role-Based Workflow

• Improved Quality Control: Editors ensure that all content aligns with SayPro’s guidelines before publication.
• Clear Accountability: Defined roles reduce confusion and ensure responsibility at each stage.
• Secure Publishing Process: Unauthorized publishing is prevented.
• Better Collaboration: Contributors and editors work together in a structured, trackable manner.
• Performance Tracking: Enables accurate attribution for royalties under SayPro Marketing Royalty SCMR.

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7. Conclusion

This Role-Based Workflow ensures that all SayPro content is created, reviewed, and published with clarity, security, and professionalism. By strictly defining what each role can and cannot do—and implementing this in the CMS—SayPro fosters a transparent, efficient, and high-quality content environment. This workflow will be refined continuously based on team feedback and evolving content strategy needs.