How to use content approval in Postoria

Content approval lets you send a finished Postoria draft to one or more reviewers before it is published. Reviewers see a read-only snapshot of the post, including every enabled social network version, selected accounts, media, first comments, and recurring-post settings.

Approval is optional. You choose when a post needs review.

Availability

Content approval is available on every Postoria plan, including Free.

  • External reviewers are available on all plans. They review through a private link and do not need a Postoria account.
  • Internal reviewers can be any Postoria team member with access to the workspace, including members with Client access. Team members are available on Pro and Agency plans.

There is no separate approval quota. Your plan’s normal post and workspace limits still apply.

Before you send a post for approval

Finish the draft before submitting it. Postoria validates the post and creates an immutable snapshot for reviewers.

After submission, the post is locked. Its text, social network versions, accounts, media, schedule, queue, and repeat settings cannot be changed while the approval request is open.

The person submitting the request cannot be one of its reviewers.

Send a post for approval

  1. Open a draft in the Postoria post editor.
  2. Finish the post and select the required social accounts.
  3. Set a date, queue, and recurring-post settings when needed.
  4. Open the arrow next to the primary post action and click Submit for approval.
  5. Select the approval rule.
  6. Choose what Postoria should do after approval.
  7. Add internal reviewers or enter the email addresses of external reviewers.
  8. Optionally add a message for the reviewers.
  9. Click Submit.

External reviewers always receive an email with their private review link. Internal reviewers receive an in-app approval task. You can also choose to notify internal reviewers by email.

Choose an approval rule

Postoria supports three rules:

  • Any reviewer — one approval is enough, unless another reviewer has requested changes before release.
  • All reviewers — every reviewer must approve. Any request for changes keeps the post from being released.
  • Auto-approve unless changes are requested — the post can enter its schedule or queue immediately, but any reviewer can stop it by requesting changes before publication.

A request for changes always takes precedence while the request remains open.

Auto-approve unless changes are requested is available for scheduled and queued posts. It cannot be combined with immediate publishing because reviewers need time to stop the post.

Choose what happens after approval

You can select one of three release actions:

  • Publish immediately — Postoria starts publishing as soon as the rule is satisfied.
  • Schedule — Postoria publishes at the date and time saved with the submitted version.
  • Add to queue — Postoria places the approved post in the selected queue.

The release action belongs to the submitted snapshot. It cannot be silently changed after reviewers have seen the post.

Review a post inside Postoria

Internal reviewers can open Approvals from the main menu. The page shows assigned tasks and the workspace’s pending, changes-requested, and approved posts.

A reviewer can:

  • Inspect the submitted post and all network-specific versions
  • See the selected accounts and media
  • Read the conversation
  • Add a comment
  • Approve the post
  • Request changes

A comment is optional when approving. A comment is required when requesting changes.

An approval from an assigned reviewer counts toward the selected Any or All rule. Other workspace members can still participate: their approval is advisory, while their request for changes blocks release until they change that decision. The person who submitted the request cannot approve or request changes.

Review a post without a Postoria account

External reviewers receive an email containing a private review link. The link opens a focused review page without requiring sign-in.

The page is excluded from search engine indexing and is not included in Postoria sitemaps. Treat the link as confidential: anyone with the link can act as that assigned reviewer.

External reviewers can inspect the same submitted snapshot, add ordinary comments, approve, or request changes.

Change a decision

A reviewer can change an approval to a request for changes, or change a request for changes to an approval, while the approval request is still open.

Once the post is released for publication, the request closes and decisions can no longer be changed. With Publish immediately, this may happen as soon as the approval rule is satisfied.

What happens when changes are requested

The approval outcome becomes Changes requested, and a scheduled or queued post returns to Draft.

The submitted snapshot remains locked so the audit history always describes the exact version that was reviewed. A workspace Owner or Manager can choose Edit post. Postoria then:

  1. Marks the old approval request as superseded.
  2. Unlocks the draft for editing.
  3. Preserves the old snapshot, decisions, comments, and event history.
  4. Lets you submit the revised post as a new approval round.

Reviewers never approve a moving target.

Use Approval history from the post actions to reopen previous rounds. Each round contains its own decisions, comments, and activity timeline. Starting with the second round, View changes opens a comparison with the previous snapshot.

Comments and notifications

Comments form one shared conversation for the request. Internal and external reviewers can comment, and any workspace member with access can participate.

Postoria excludes the person who performed an action from its notification recipients:

  • Reviewers are notified when a request is submitted.
  • A new comment or request for changes notifies the submitter and the other reviewers.
  • Final approval notifies the submitter.
  • Enabling editing notifies the other reviewers.
  • Expiration notifies the submitter and reviewers.

Internal participants receive in-app notifications. Email for internal reviewers follows the Email internal reviewers option selected when the request is submitted. External reviewers receive email notifications with their private review link.

Scheduled posts and late approval

If a scheduled post is still waiting for approval at its scheduled time, Postoria keeps the request open for a three-hour grace period.

  • Approval during the grace period publishes the post immediately.
  • If the request is still not approved after the grace period, it expires.
  • To continue, reschedule the draft and send a new approval request.

This prevents an old approval from unexpectedly publishing a post long after its intended time.

Recurring posts

When a submitted post has repeat settings, the review page clearly states that the approval applies to the entire series.

Approve it once. Generated occurrences carry the same approved request and publish normally according to the repeat schedule. There is no separate approval request for each occurrence.

If changes are requested before the first publication, edit the original post, create a new version, and submit the series again.

Current scope

Approval requests are created from the Postoria web editor. Posts created through the Public API, MCP server, n8n integration, bulk upload, or other automations continue to use their existing publishing behavior.