Stress-free Content Approval in ClickUp – Step-by-Step Guide for an Easy Workflow

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As someone who values clarity and structure, I understand the importance of a well-defined process when it comes to content approval. And, in this post, I’ll be sharing insights from my experience working with Short-Form Pros, a video agency that has mastered the art of efficient content approval using ClickUp.

In my interactions with Short-Form Pros, I have observed that their team has a keen eye for detail, and they understand that revisions are an inevitable part of the content creation process. They have a system in place that allows them to handle revision requests from clients smoothly, reducing stress and delays in the approval process. And, as a result, they are able to deliver high-quality content in a timely manner.

Stress-free Content Approval in ClickUp - Step-by-Step Guide for an Easy Workflow-story

One of the key tools that Short-Form Pros uses to streamline their workflow is (of course) ClickUp. ClickUp offers a range of features designed to enhance collaboration and productivity. By utilizing video stages and task statuses, Short-Form Pros is able to create and follow through a clear and structured workflow that ensures that each step of the content creation process is completed efficiently.

If you’re interested in learning how to implement a similar workflow in your team, then you won’t want to miss the rest of this post. In the following sections, I’ll be taking you through a step-by-step guide on how to use ClickUp to create a stress-free content approval process. 

So, let’s get started!

Video Transcription:

Content approval process in ClickUp

[00:00:00] You asked me about my stressful content approval process right in ClickUp, and I finally found the time to get it on the content calendar. So, let’s talk about it. How do we work with content and through the approval process right here in ClickUp?

[00:00:19] Yes. I’ve seen you. I’ve seen the comments, I’ve seen you asking.

[00:00:23] We are finally getting to the approval process for any type of content right here in ClickUp. Now, if you might have seen on Instagram, I have been working with a short-form agency right here in San Diego. Short-form Pros and Brandon were nice enough to let me use their workspace to show you how we work to systemize, optimize, and automate their client process.

[00:00:52] And with that, how we are handling how they are now handling their approval process. So, [00:01:00] let me walk you really quick through the workflow that is really close to the exact workflow we are using right here at Ask Yvi, just scaled way bigger considering they have way more client and way more content.


Short-Form Pros’ workflow in ClickUp

So what I’m gonna do is I’m gonna walk you through just roughly how this whole process works right here in Short Form Pros’ ClickUp.

[00:01:23] And then, we are gonna talk about how they are handling the approval process of content with multiple clients and multiple editors right in my folder with me as the client. So shall we head over there? Let’s get over there. As you can see right here, clients submit their content in batches per month.

[00:01:47] That is how short Form Pros offers their client packages. Then what type of content is it. Again, this is for short-form content, meaning there is a ton of content happening and [00:02:00] batching happening. One is long-form repurposing. So the short-form videos that you are seeing on my channels, that is Instagram Reels, TikTok videos that are coming from the podcast, that is the long-form repurposing.

[00:02:16] We are repurposing content from those podcasts. Recorded shorts are native recorded. I’m talking to the camera. You’re gonna see a lot of my upper body, and then potentially a mix of both. Again, each batch has 10 videos. Then the Google Drive folder, same kind of idea and thinking as in my content process that you might have seen.

[00:02:41] I’ll link the playlist at the end and then any type of notes. Once that form submission is done, we have a couple of automations running, one of which is assigning and applying a task template based on the editor that’s taking care of it. So the editor is already assigned, and those [00:03:00] 10 videos that are being created, as well as plugging in the Google Drive link, the notes, we easily can see everything.

[00:03:08] Now, what then happens is the editor jumps in, starts editing. Cool, all good, and has two things happening. First of all, They have access in Google Drive and they also have access right here in ClickUp.


Request for revisions

Now Short Form Pros offers their clients three versions on their content. Meaning, if I don’t like the first version, or maybe there’s a spell check or something, I can request a revision for version two and a revision for version three.

[00:03:41] To be easier able to track all of those versions, we used a custom field that you can see right here for uploads, that is version one, two, and three. The editor has done their job. They got everything up here, and now we have a video in here. [00:04:00] This is repurposed content from one of our podcasts. Love Jess, but I do have her muted, as you can see. She does not need to talk over me today in this video. Now, what we do with this specifically is, it is attached in here as a revision so that I easily can jump in here, me as being the client. Same as applicable for you with your editing team, you being the client, or if you are an agency with your agency clients. Going through this video, and this can be a video, this can be an image.

[00:04:38] It all works the same. And clicking to add comment where let’s just say change is written wrong. And I can say, Hey Brandon, this is spelled wrong, and then I can hit comment and there we [00:05:00] go with that. I have tagged Brandon. It is automatically assigned to him so he can take care of it, and let’s not completely drive him insane because I just sent a whole bunch of tasks over to him and get this off.


Video Stages and using Task Statuses

[00:05:15] Now what happens here is, as you can see, revisions and comments for that matter are being showcased right here in this version. The moment those are marked as complete, these numbers will change. And now we are coming to one of my boxes. We are using Video Stage. Again, Task Statuses means is somebody working on it or not, those are active. For the video stage in itself, what we have right here is for the client to be used, request revision, meaning I marked it, hey, there is something we need to change. I got a question, whatever it is, [00:06:00] bouncing it back to you as request for revision so that the editor can take care of it. Am I done?

[00:06:06] Am I all good? Which, by the way, I proofed this video right here of Jess. That video is approved and done. Now, here’s a secondary thought. This works great for Short Form Pros and has worked really well with their clients. You could theoretically, pull out the stage and do a video stage specifically for the client.

[00:06:32] We have chosen to combine the Video Stages with the Client Stages. Meaning, version one approval, version two approval, which by the way has a whole bunch of automations to email and tag the client in it, as well as the whole request for revision and video approval. If you choose to do so, you could easily have the video stage. Meaning, prep, added version one [00:07:00] approval, version two approval, final approval, and have a separate client video stage just for request for revision and video approval. That is up to you. We chose to put them together. Now, if you are ready to, not just only on your content approval, but also really deep dive into content creation and automation using ClickUp, I got a full on playlist here for you, for all of your content creation needs.

[00:07:32] Make sure you subscribe because I will be bringing you more and more content as well as ClickUp 3.0 videos here really soon.

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