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Content Management System
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Content Management System · Available now

Carry each content revision from draft to publication.

Content Management System keeps editorial work anchored to a content item owned by a person and an organization. A category supplies its definition.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewOpen corrections
Content Management System · Follow-up actions

Open corrections

Follow-up actions in one list

New follow-up action
Follow-up actions in view
6
Open
3
In progress
3
Due date within 14 days
3
Open3
Verify grant deadline with program leadAutumn services guide
19 Oct
Confirm translated notice copyWater conservation bulletin
19 Oct
Resolve reviewer comment on feesTransit route changes notice
30 Oct
Add
In progress3
Replace outdated permit form linkAutumn services guide
02 Nov
Add accessible image descriptionNew resident welcome article
15 Oct
Check route map against scheduleNew resident welcome article
03 Nov
Add
Verify grant deadline with program leadFollow-up actions · FUA-20139
Open
SourceAutumn services guide
Assigned toZara Okonkwo
Due date19 Oct
Review revisionFUA-20139 · Verify grant deadline with program lead

The Content Management System Reviewer decides on the exact source revision.

Waiting for Content Management System Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
14
Saved views
14
Roles with set permissions
5
Reports and dashboards
8
Features

An editorial workspace for every item

Every feature works on the same records. Pick one to see the screen your team works in.

Categories

Keep definitions tied to the owning organization.

  • Define ownership
  • Set applicability
  • Carry the definition forward
  • Content categories
  • Organizations
  • Content items
  • Source mappings
Explore categories
OverviewActive categories
Content Management System · Categories

Active categories

Content categories

New
NameCodeOrganizationEffective fromEffective to
Service guidesSERVICE-GUIDESSilverbrook Civic Agency03 Nov11 Nov
Public noticesPUBLIC-NOTICESWestmere Public Services11 Oct18 Oct
Community programsCOMMUNITYElmbridge Library District20 Oct25 Oct
Application updatesAPPLICATIONSElmbridge Library District13 Oct17 Oct
Policy explainersPOLICYRidgeway Permit Office21 Oct24 Oct
6 of 6 records
Service guidesContent categories · CC-10257
CodeSERVICE-GUIDES
OrganizationSilverbrook Civic Agency
Effective from03 Nov
Effective to11 Nov
Example screen with sample data
Process

From definition to published result

Content item to publication ships ready to use. One step needs a named approval before the work moves on: Review revision (Content Management System Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Define category

    Set the definition and owning organization.

    Verify grant deadline with program leadFUA-20139 · Content Management System Administrator
    Define categoryBy Content Management System Administrator

  2. Prepare item

    Name the owner, category and intended date.

    Verify grant deadline with program leadFUA-20139 · Content Management System Operator
    Prepare itemBy Content Management System Operator

  3. Capture revision

    Keep source detail and evidence together.

    Verify grant deadline with program leadFUA-20139 · Content Management System Operator
    Capture revisionBy Content Management System Operator

  4. Review revision

    Record an independent decision on the source revision.

    Verify grant deadline with program leadFUA-20139 · Content Management System Reviewer
    Review revisionBy Content Management System Reviewer
    ApprovalThe Content Management System Reviewer decides on the exact source revision.

  5. Schedule publication

    Set the approved item for its agreed date.

    Verify grant deadline with program leadFUA-20139 · Content Management System Operator
    Schedule publicationBy Content Management System Operator

  6. Record publication

    Check the destination and retain its link.

    Verify grant deadline with program leadFUA-20139 · Content Management System Operator
    Record publicationBy Content Management System Operator

Start with Prepare and review

Inside a record

Connect the publishing destination

Open any follow-up action to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Source, Assigned to and Due date.

  2. 2
    Linked records

    Records linked to this follow-up action.

  3. 3
    Who works on it

    Each role sees what its permissions allow.

  4. 4
    Process stages

    Every status change, in order.

  5. 5
    Approvals

    Review revision, with who decides.

Open correctionsVerify grant deadline with program lead
Content Management System · Follow-up actions

Verify grant deadline with program lead

Autumn services guide · Open

Log activity
1
Record details
SourceAutumn services guide
Assigned toZara Okonkwo
Due date19 Oct
5

Approvals

  • Review revisionContent Management System Reviewer
    Approved
Example screen with sample data
Approvals

Decisions tied to the source revision

Reviewers record the decision against a source revision and can read the supporting records.

OverviewApprovals
Content Management System · Overview

Approvals

Signed in as Content Management System Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • RD-86870DOC-2026-0301
    Water conservation bulletinRequested by Maeve Chen
    Pending3dActions
  • RD-10262DOC-2026-0302
    Small business permit guideRequested by Zara Okonkwo
    Pending4dActions
  • RD-80631DOC-2026-0303
    New resident welcome articleRequested by Elias Haddad
    Pending2dActions
  • RD-51133DOC-2026-0304
    Community grant application updateRequested by Alina Mercer
    Pending4dActions

Who approves what

DecisionApprover
Review revisionRecord an independent decision on the source revision.Content Management System Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Content Management System to the work that is theirs. Pick a role to see what it starts with.

Content Management System Administrator

Maintains approved configuration: record entry on Content Categories, read-only on all operational, review and provenance tables, and access to all four app pages. No schema editing, deletion, bulk operations or export grants.

This is the first screen this role sees.

OverviewContent pipeline

Content pipeline

Content items · Content Management System Administrator

Draft2
Autumn services guidePolicy explainers
16 Oct
Library hours announcementResident resources
16 Oct
Add
In review2
Community grant application updateApplication updates
15 Oct
Small business permit guideEvent announcements
01 Nov
Add
Approved1
New resident welcome articleService guides
26 Oct
Add
Scheduled1
Water conservation bulletinPublic notices
19 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Answers from linked records

Read editorial queues, decisions and publication outcomes from the linked records.

Overview
Content Management System · Overview

Content Management System dashboard

This quarter

Content items in view
6

Follow-up actions by status

How far records got this quarter

StageReachedStep
Open26
In progress1558%
Completed1173%
Cancelled764%

Number of follow-up actions by status

Sample counts per stage

900
70Open
90In progress
50Completed
30Cancelled
Example screen with sample data
  1. 01Content by publication status

    Group content items by status and organization to see the editorial queue.

  2. 02Scheduled publication dates

    List scheduled items by publication date, owner and category.

  3. 03Published items by category

    Group published items under their category and organization.

  4. 04Review decision trail

    Compare source revision, reviewer, decision, date and reason for each review decision.

  5. 05Revision outcome detail

    Show each content item with its revision sequence and outcome.

  6. 06Evidence verification

    List supporting documents with verification state and verifier.

  7. 07Open follow-up workload

    Group open and in-progress actions by assignee and due date.

  8. 08Publication operation results

    Show runs and ordered steps with statuses and result references.

All reports and dashboards

Who it's for

Adapt the cycle to your team

See how Content Management System fits your kind of team.

Editorial publishing teams

Organize editorial publishing teams with owned items and revision decisions.

Public information teams

Organize public information teams with owned items and revision decisions.

Multi-organization content operations

Organize multi-organization content operations with owned items and revision decisions.

Service content teams

Organize service content teams with owned items and revision decisions.

Controls

Keep the decision and result trace

Each stage of content item to publication names the role that acts and the status it records, so a change is never anonymous.

OverviewContent item to publication
Content Management System · Process

Content item to publication

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
3
Tables touched
4
Submit for review
Content Management System Operator
StatusDraft → in review
Review revisionApproval
Content Management System Reviewer
StatusIn review → Approved
RecordsReview decisions
Schedule publication
Content Management System Operator
StatusApproved → Scheduled
Content item to publication
  1. Start
    Submit for reviewDraft → in review
    Content Management System Operator
  2. Approval
    Review revisionIn review → Approved
    Review decisions
  3. Step
    Schedule publicationApproved → Scheduled
    Content Management System Operator
  4. Step
    Record publicationScheduled → Published
    Content Management System Operator
Example screen with sample data

See each stage in detail

AI agent

Ask with the record in view

Give your team a grounded way to ask about editorial work.

It can

  • Operator: Show my draft items and the revisions still waiting for evidence.
  • Reviewer: Open pending review decisions with the source revision and supporting documents.
  • Administrator: Show active categories by organization and their effective dates.
  • Analyst: Summarize scheduled and published items with their recorded outcomes.

Stays with a person

  • A reviewer makes the approval decision.
  • A person also checks the destination before confirming publication, and an operator resolves an uncertain external result before another attempt.
  • The assistant can gather linked records and point out inconsistencies for the responsible person to decide.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Content Management System
  • Publishing destination
  • Source repository
  • Document storage
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 14 tables
14tables
  • Categories4
  • Content Items5
  • Revisions5
  • Review5
  • Publication5
  • Follow-up5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree ownership

    Identify organizations, category maintainers, item owners and independent reviewers.

  2. Load definitions

    Enter active categories and the people who will prepare and review items.

  3. Rehearse a revision

    Prepare an item, attach its source material and record an independent decision on the source revision.

  4. Check publication

    Schedule an approved item, connect the publishing destination and compare the recorded link with the live result.

  5. Practice correction

    Assign a follow-up, create a successor revision and preserve the earlier decision and publication evidence.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Content Management System.

All questions
How do I get started?

Click Get started, then use Proto to configure Content Management System for your business. Begin with one organization, its active categories and a content item that can go through independent review.

Who owns a content item?

Each item has an owner linked to a person. Agree who prepares the revision and who receives any follow-up action.

Can a reviewer see the exact source they approved?

A review decision records the source revision. Compare it with the item's revisions and supporting evidence before moving the item forward.

What happens when a reviewer returns work?

The reviewer records the reason. The operator prepares a corrected revision and sends that source for another decision.

How is a publication date tracked?

The item holds its intended publication date and status. Scheduled work can be reviewed by date and owner.

Where is the published result recorded?

The item can hold a published link and completion date. Check the destination before treating that link as the completed result.

How do we handle an uncertain publishing attempt?

Inspect the attempt, run, ordered steps and any result reference. Reconcile the outcome before repeating the action.

Can we correct already published content?

Assign a follow-up action, capture a successor revision and seek an independent decision on the changed source.

What can an analyst review?

An analyst can read authorized items, revisions, decisions, actions and operation results without editing those records.

Set up Content Management System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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