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- Content Management System
- Who it's for
- Multi-organization content operations
Multi-organization content operations
A central editorial group may coordinate content for several organizations. Each category, item and person carries its organization context. That context helps the administrator set definitions and gives operators a clear owner for each record.
How Content Management System is set up for you
Content ownership
Give each item a named owner and organization so the next handoff has a responsible person.
Review evidence
Keep source revisions, supporting documents and reviewer decisions beside the item.
Publication check
Compare the published link and completion record with the result the audience can open.
A central editorial group may coordinate content for several organizations. Each category, item and person carries its organization context. That context helps the administrator set definitions and gives operators a clear owner for each record.
Begin with one participating organization, confirm its people and categories, and then repeat the access rehearsal for another organization. Compare the item organization with the selected category and owner before review.
Use the [prepare and review](/content-management-system/processes/prepare-and-review) process for the first editorial cycle. Then rehearse [publication](/content-management-system/processes/publish-and-reconcile) with one approved item. If the team already has published content to correct, use the [correction process](/content-management-system/processes/revise-and-correct) to retain the earlier decision and assign the remaining work.
Before go-live, agree who maintains category definitions, who prepares revisions and who makes the independent decision. Ask each participant to demonstrate their part from the item record. Check that an analyst can explain a completed case from the recorded revision, decision and published result.
The pilot should end with a person explaining the current item state, the decision behind it and the next owner from the linked records.
Features to start with
Roles on the team
- 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.
- Content Management System Reviewer
- Reviews independent assigned work: record entry on Review Decisions only, read-only on every other table. Reviewers must not approve their own preparation; verify the reviewer-independence guard when activating the workflow.
- Content Management System Operator
- Prepares assigned work: record entry on Content Items, Content Revisions, Follow Up Actions and Evidence Documents, read-only on configuration, review and provenance tables. Verify organization-scoping guards when activating the workflows.
- Read Only Analyst
- Reads authorized summaries and aggregates across every table plus the four app pages. No record creation or editing, no schema or administrative capability.
Set up Content Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.