Whale Approval Flows

Writers and Playbook Experts in your Whale workspace can review and approve proposals. Contributors can draft and submit changes but cannot approve their own work. That separation is the point: the person making the change isn’t the same person deciding whether it goes live. If your workspace uses custom roles, you can configure which roles have approve access. The setup is designed to match how your team already handles content ownership, without requiring a separate review process outside Whale.

Yes. When a reviewer acts on a proposal, the contributor gets a notification. If the proposal is declined, the reviewer can include notes explaining what needs to change before resubmitting. This keeps the feedback loop inside Whale instead of a separate Slack thread or email chain. Contributors can see the status of all their open proposals in one place, so nothing gets lost between drafting and going live.

Yes. Every proposal, review decision, and published update is logged in Whale’s version history with the reviewer’s name and a timestamp. You can trace exactly who proposed a change, who approved it, and when it went live. For compliance purposes, that means every piece of published content has a named, dated sign-off behind it. Approval flows pair directly with Whale’s content review cycles, which let you schedule regular re-verification of any card or playbook. The two features together cover both the change-control layer and the ongoing accuracy layer.

Approval flows apply at the workspace level. Any card update submitted by a contributor goes through the review step before it is published. If you only want certain contributors to submit proposals, you can control that through role and permission settings in your workspace.

Content review cycles handle the question of whether content is still accurate, on a schedule. You set a review date, Whale reminds the right expert, and they verify or update on a regular cadence. Approval flows handle whether a specific change should go live, in real time. They sit between drafting and publishing, not between publishing dates. The two features address different points in the content lifecycle and are designed to run alongside each other.

Approval flows are available on Enterprise plans. On Scale and lower plans, anyone with writer access can publish changes directly. If your team has multiple contributors, compliance requirements, or consistency needs across locations, that is typically the point where Enterprise makes sense. Book a demo to see approval flows in action and talk through whether an upgrade fits your team’s stage.