With review off (the default), an editor approves a draft directly and its entries become records right away. With review on, the editor submits the draft for review and a workspace admin approves or rejects it. Turning review on is plan-gated; approval itself works on any plan.
The submission lifecycle
Every submission has one status at a time.| Status | Meaning |
|---|---|
| Draft | Being edited. Saved and revalidated on every change. |
| Awaiting review | Submitted and waiting for an admin to approve or reject. Only appears when review is on. |
| Approved | Finalized. Its entries are now records, and it can no longer be edited. |
| Rejected | Sent back by a reviewer. The author edits and resubmits. |
| Cancelled | Withdrawn before approval. Leaves no records. |
- Review off: the author fills in the submission and clicks Approve. Entries become records immediately.
- Review on: the author clicks Submit for review. The submission waits as Awaiting review until an admin clicks Approve (creating records) or Reject (sending it back).
Who submits and who approves
Roles come from each person’s access to the workspace that owns the submission.- Editors (and above) create submissions, fill in entries, and submit for review.
- Workspace admins (and account owners or admins) approve and reject when review is on.
Turn review on for a taxonomy
Review is set per taxonomy, per workspace, so the same taxonomy can require review in one workspace and skip it in another.If the toggle is blocked with an upgrade message, your plan does not include review workflows. They are available on the Business and Enterprise plans. On Free and Professional, submissions are always approved directly with no review step.
Submit a draft for review
When a taxonomy requires review, the builder shows Submit for review in place of the direct Approve action.Fill in the submission
Enter your campaigns in the builder. Every entry must be valid before you can submit. For a campaign URL builder, that means each row has its
utm_source, utm_medium, utm_campaign, and any other required fields filled in correctly.Review and approve (or reject)
Reviewers pick up work from the dashboard’s Awaiting review queue, where each submission has a Review button, or from the submissions list filtered by Awaiting review.Open the submission
From the review queue or the submissions list, open the submission and inspect its entries.
Leave feedback (optional)
Add a comment. When rejecting, explain what needs to change so the author can fix it, since rejection itself carries no message.
What approval produces
Approving is the whole point of the workflow: it turns the submission’s entries into permanent records.- Each entry becomes a record (or updates the record it was editing). For a campaign URL builder, that record carries the entry’s UTM values and any generated tagged URL, short URL, and QR code.
- Approval requires every entry to be valid. If any entry has errors or is unvalidated, approval is blocked, the submission stays a draft, and the per-cell errors are shown so you can fix them.
- Any new picklist options that submitters proposed in the entries are created as part of the same approval.
Comment on a submission
Every submission has a comment thread shared by the author and reviewers, shown as Comments in the builder.- Type in the Write a comment… box and send the comment. Comments can be up to 2,000 characters. Press Enter to post; Shift+Enter adds a line break.
- Anyone who can view the workspace can read the thread. Anyone who can edit it can post.
- You can comment on a submission in any status, including approved.
- Comments are permanent. There is no way to edit or delete one after posting, so review before you send.
Email notifications
Terminus Hub emails the relevant people as a submission moves through its lifecycle. The person who took the action is never emailed about their own action. These are emails only; there is no in-app inbox.| Event | Who is emailed |
|---|---|
| Submitted for review | The workspace’s reviewers (admins) and the author |
| Approved, rejected, cancelled, or returned to draft | The author |
| New comment | Everyone who has edited or commented on the submission |
Gotchas
- Editing after submitting resets the status to Draft. Any change to a submission that is awaiting review or was rejected sends it back to draft. Resubmit after editing.
- Approved submissions are immutable. Correct an approved record through a new submission that edits it, not by reopening the original. There is no un-approve.
- Approval needs every entry valid. One invalid or unvalidated entry blocks the whole submission. The blocked entries show their errors so you can fix them and try again.
- Only admins approve when review is on. Editors create and submit; approving and rejecting need a workspace admin (or an account owner or admin). You cannot approve your own submission unless you are also a reviewer.
- Rejection carries no message of its own. Leave a comment explaining the change before you reject, or the author only sees that it came back.
- Turning review off is always allowed. If you downgrade from a plan that included review workflows, the review setting simply stops applying and submissions can be approved directly again.
Related
- Submissions: the full status lifecycle and validation rules.
- Records: what approved entries become and how records behave afterward.
- Taxonomies: how a taxonomy is assigned to a workspace, where the review setting lives.