Approve HubSpot content

In HubSpot, you can require that content be approved by specific users before publishing. Once an approval is requested, it can be reviewed by those users on desktop or mobile. 

Before you get started

Before setting up and using approvals, check to fully understand the steps required beforehand. It is also strongly recommended to review the limitations and potential consequences of using approvals.

Understand requirements

• To set up content approval, you must have Super Admin permissions.
• To approve marketing emails, blog posts, landing pages, or website pages, users must have Marketing Access and Approval [content type] permissions.
• To approve knowledge base articles, users must have Service access, Knowledge base articles, and Approve permissions. They must also have a Service Hub Enterprise seat.

Understand limitations & considerations

• While approvals are pending on a piece of content, users who are not approvers will not be able to publish it. 
• Only one approval can be requested at a time. 
• Super Admins can skip approvals.

Approval content types

The content types available for approval depend on your subscription type:

Set up content approval

In settings, you can turn on content approval requests, then give users permissions to approve content. 

Turn on content approval requests

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Approvals.
3. On the Approvals page, click Set up approvals for the applicable content type.
4. On the Set up [content type] approvals page, select an option for which users do not need approval to publish or schedule content:
   • Only Super Admins can skip approvals: only users with Super Admin permissions can publish content without requesting approval. 
   • Everyone can skip approvals: all users can publish content without requesting approval. 
   • Only users I choose can skip approvals: specific users can publish content without requesting approval.
     • When you select this option, select the checkbox next to each user who can skip approvals.
     • Super Admins can't be selected, as they always have the ability to skip approvals. 
5. In the bottom right, click Next. 
6. Click Turn on, then click Done. 
    

Give approval permission to other users

After you've turned on content approvals, all Super Admins in your account will automatically have permission to approve content by default. You can also give approval permissions to other users in the account. Learn more about Approval permissions.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, click Users & teams.
3. Hover over a user, then click Edit permissions.
4. To give users approval permissions for marketing emails, blog posts, landing pages, and website pages:
   • In the left panel, click the Marketing tab.
   • Click to toggle the Marketing Access switch on.
   • Scroll down to the Approvals section and click to toggle the Approve [content type] switch on for each type of content you want the user to approve.
5. To give users approval permission for knowledge base articles:
   • In the left panel, click the Service tab.
   • Click to toggle the Service Access switch on.
   • Click to expand the Knowledge base articles section.
   • Click to toggle the Approve switch on for knowledge base articles.
6. In the upper right, click Save.

Request, recall, or reassign approval on your content

You can request, recall, or reassign approval on your content from within the content editor.

Request approval on your content

1. Navigate to your content:

   • Website Pages: In your HubSpot account, navigate to Content > Website Pages.
   • Landing Pages: In your HubSpot account, navigate to Content > Landing Pages.
   • Knowledge Base: In your HubSpot account, navigate to Service > Knowledge Base.
   • Blog: In your HubSpot account, navigate to Content > Blog.
   • Marketing emails: In your HubSpot account, navigate to Marketing > Email.
2. Click on the name of your content. 
3. In the upper right of the content editor, click the Request approval. 
4. In the Request approval dialog box:
   • Click the Approvers dropdown menu and select the checkbox next to each user you're requesting approval from. 
   • Select an option on the threshold of approvals required:
     • All approvers: all approvers selected must approve your content before you can publish or schedule the content.
     • Just one approver: only one of the approvers selected must approve your content before you can publish or schedule the content.
5. Click Request approval.
    

6. To review the approval status of your content:
   • In the top right, click View approval.
   • In the right sidebar, one of the following approval statuses will be visible:
     • Pending approval: the content is waiting on approval. Other users, including Super Admins, will not be able to publish or schedule the content.
     • Approved: the content has been approved and can be published or scheduled.
     • Approval recalled: the approval has been recalled by the user who initially requested it.

Recall approval on your content

1. Navigate to your content:

   • Website Pages: In your HubSpot account, navigate to Content > Website Pages.
   • Landing Pages: In your HubSpot account, navigate to Content > Landing Pages.
   • Knowledge Base: In your HubSpot account, navigate to Service > Knowledge Base.
   • Blog: In your HubSpot account, navigate to Content > Blog.
   • Marketing: In your HubSpot account, navigate to Marketing > Email.
2. Click on the name of your content. 
3. In the content editor, click View approval in the top right.
4. In the right sidebar, click Recall approval.

4. In the dialog box, enter a message that'll display in the notification to the approvers.
5. Click Recall approval.

Reassign approvers on your content

1. Navigate to your content:
   • Website Pages: In your HubSpot account, navigate to Content > Website Pages.
   • Landing Pages: In your HubSpot account, navigate to Content > Landing Pages.
   • Knowledge Base: In your HubSpot account, navigate to Service > Knowledge Base.
   • Blog: In your HubSpot account, navigate to Content > Blog.
   • Marketing: In your HubSpot account, navigate to Marketing > Email.
2. Click on the name of your content. 
3. In the content editor, click View approval in the top right.
4. In the right sidebar, click Reassign approvers.

5. In the right panel, select the checkbox next to each user you're requesting approval from.
6. Click Next to review the selected users, then click Save.

Approve content or request changes

You can approve content or request changes in the content editor. Approved content can be published by any user with the correct permissions. 

If changes are requested, the content approval status will remain as pending approval. The user can review the request notes in the right sidebar, or recall approval.

1. Navigate to your content:

   • Website Pages: In your HubSpot account, navigate to Content > Website Pages.
   • Landing Pages: In your HubSpot account, navigate to Content > Landing Pages.
   • Knowledge Base: In your HubSpot account, navigate to Service > Knowledge Base.
   • Blog: In your HubSpot account, navigate to Content > Blog.
   • Marketing: In your HubSpot account, navigate to Marketing > Email.
2. Click on the name of your content.
3. To approve content for publishing:

1. • In the content editor, click Approve in the top right.
   • In the dialog box, enter a message that'll display in the approval notification to the requestor.
   • Click Approve. 

4. To request changes to content before publishing: 
   • In the content editor, click the Approve dropdown menu in the top right.
   • Click Request changes.
   • In the right sidebar, add comments to the content and then click Comment.
   • To tag the user who requested approval, type @, then the name of the user in your comment. In the dropdown menu that appears, click the user.

Manage approvals on mobile devices

Users can recall and approve content using the HubSpot mobile app. Requesting approvals on mobile is supported for marketing emails only.

Request marketing email approvals on mobile devices

1. Open the HubSpot app on your device.

2. In the top left, tap the Menu icon, then tap Marketing email.

3. Tap the email that needs approval.

4. In the top right, tap theverticalMenuthree vertical dots icon, then tap Request approval.

5. In the Request approval section, tap Approvers and select the checkbox next to each user you're requesting approval from. 

6. Select an option on the threshold of approvals required:

   • All selected approvers: all selected approvers must approve your content before you can publish or schedule the content.

   • One approver: only one of the approvers selected must approve your content before you can publish or schedule the content.

7. Tap Send.

Recall approvals on mobile devices

1. Open the HubSpot app on your device.
2. In the top left, tap the Menu icon, then tap Approvals. 
3. Tap an approval. 
4. At the bottom of the screen, tap Recall approval. 
5. In the field, enter the reason for your cancellation, then tap Recall approval. A notification will be sent to all approvers.

Approve content on mobile devices

1. Open the HubSpot app on your device.
2. In the top left, tap the Menu icon, then tap Approvals. 
3. Tap an approval. 
4. To approve the content: 
   • At the bottom of the screen, tap Approve
   • In the field, enter any comments, then tap Approve. 
5. To request changes to the content:
   • At the bottom of the screen, tap Request changes. 
   • In the field, enter comments detailing the changes that need to be made, then tap the send icon.