Approve HubSpot content

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

Before you get started

Before you begin working with this feature, make sure to fully understand what steps should be taken ahead of time, as well as the limitations of the feature and potential consequences of using it.

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 and Knowledge base articles permissions. They must also have the Approve permission.
• Only users that are not super admins can request approval. 

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 have the ability to skip approvals.

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

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Approvals.
• On the Approvals page, click Set up approvals for the applicable content type.
• 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 cannot be selected, as they always have the ability to skip approvals. 

• Click Next. 
• Click Turn on approvals, 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 give approval permissions to other users in the account. Learn more about Approval permissions.

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar, click Users & teams.
• Hover over a user, then click Edit permissions.
• 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.
  • Click to expand the Approvals section.
  • Click to toggle the Approve [content type] switch on for each type of content you want the user to approve.
• 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.
• 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

• 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 Content > Knowledge Base.
  • Blog: In your HubSpot account, navigate to Content > Blog.
• Click on the name of your content. 
• In the content editor, click the Request approval. 
• In the Request approval dialog box:
  • Click the Approvers dropdown menu and select the checkbox next to each user you are 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.
• Click Request approval.

• 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

• 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 Content > Knowledge Base.
  • Blog: In your HubSpot account, navigate to Content > Blog.
• Click on the name of your content. 
• In the content editor, click View approval in the top right.
• In the right sidebar, click Recall approval.

• In the dialog box, enter a message that will display in the notification to the approvers.
• Click Recall approval.

Reassign approvers on your content

• 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 Content > Knowledge Base.
  • Blog: In your HubSpot account, navigate to Content > Blog.
• Click on the name of your content. 
• In the content editor, click View approval in the top right.
• In the right sidebar, click Reassign approvers.

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

Approve or reject content 

You can approve or reject content in the content editor. Approved content can be published by any user with the correct permissions. Rejected content must be resubmitted for approval before it can be published. 

Approvals are available for website pages, landing pages, and blog posts. Learn more about approving content in the new knowledge base tools. 

• 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 Content > Knowledge Base.
  • Blog: In your HubSpot account, navigate to Content > Blog.
• Click on the name of your content. 

• To approve content for publishing:
  • In the content editor, click Approve in the top right.
  • In the dialog box, enter a message that will display in the approval notification to the requestor.
  • Click Approve. 

• 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

Both approvers and those requesting approval can manage approvals on mobile devices. 

Recall approvals on mobile devices

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

Approve content on mobile devices

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