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🔄 Workflow & Approval System

MongoDB Minute includes a comprehensive 3-stage workflow system designed to ensure content quality through technical review and approval.

Workflow Overview​

Workflow Stages​

1. Draft Stage​

Status: Initial creation and editing phase

Available Actions:

  • Edit all episode content
  • Add metadata and social links
  • Submit for technical review

Who Can Act:

  • Content creators
  • All authenticated users

What Happens:

  • Episode is created with workflow tracking initialized
  • Creator information is recorded
  • Initial history entry is created

2. Tech Review Stage​

Status: Awaiting technical accuracy review

Available Actions:

  • Approve episode (moves to Approved)
  • Request changes (returns to Draft with notes)

Who Can Act:

  • Technical reviewers
  • All authenticated users

What Happens:

  • Episode appears in review queue
  • Reviewer evaluates technical accuracy
  • Review notes are recorded
  • Decision is logged in workflow history

3. Approved Stage​

Status: Final approval, ready for video recording

Available Actions:

  • Record video
  • Update video URL
  • Publish episode

Who Can Act:

  • Content creators
  • Administrators

What Happens:

  • Episode is locked for quality
  • Ready for video production
  • QR code can be generated

Using the Workflow Panel​

The workflow panel appears on every episode edit page, showing:

Visual Progress Stepper​

Color-coded stages:

  • Draft: Grey (#5F6C76)
  • Tech Review: Blue (#0077B5)
  • Approved: Green (#00684A)

Stage-Specific Actions​

Draft Stage​

"Submit for Review" Button

  • Moves episode to Tech Review stage
  • Records submission timestamp
  • Adds entry to workflow history
  • Triggers notification in review queue

Tech Review Stage​

"Approve" Button

  • Opens approval dialog
  • Optional notes field
  • Moves episode to Approved stage
  • Records reviewer information

"Request Changes" Button

  • Opens feedback dialog
  • Required notes field
  • Returns episode to Draft stage
  • Notifies creator of requested changes

Approved Stage​

Completion Indicator

  • Shows approval timestamp
  • Displays approver information
  • Indicates readiness for recording

Workflow History Timeline​

Complete audit trail showing:

  • Action Types: Created, submitted, approved, changes requested
  • User Attribution: Name and email for each action
  • Timestamps: When each action occurred
  • Notes: Review feedback and comments

Review Queue​

The admin dashboard includes a review queue for managing pending reviews.

Accessing the Review Queue​

  1. Navigate to Admin Dashboard
  2. Click "Review Queue" button (shows notification badge with count)
  3. View table of episodes pending review

Review Queue Features​

  • Episode Information: Title, category, submitter
  • Submission Date: When episode was submitted
  • One-Click Access: Direct link to review page
  • Top 5 Display: Shows most recent with indicator if more exist

Reviewing an Episode​

  1. Click episode title in review queue
  2. Review all content sections
  3. Check technical accuracy
  4. Verify script timing (~60 seconds)
  5. Choose action:
    • Approve: If content is accurate and ready
    • Request Changes: If revisions are needed

Requesting Changes​

When requesting changes:

  1. Click "Request Changes" button
  2. Enter detailed feedback in notes field
  3. Submit changes request
  4. Episode returns to Draft stage
  5. Creator receives notification

Best Practices for Feedback:

  • Be specific about what needs to change
  • Reference exact sections or lines
  • Provide examples when helpful
  • Be constructive and clear

Approval Process​

Approving an Episode​

  1. Review episode content thoroughly
  2. Verify technical accuracy
  3. Check script structure and timing
  4. Click "Approve" button
  5. Add optional notes
  6. Confirm approval

After Approval​

  • Episode moves to Approved stage
  • Ready for video recording
  • QR code can be generated
  • Workflow history updated
  • Creator can proceed with production

Workflow Permissions​

Currently, all authenticated users can:

  • Submit episodes for review
  • Perform technical reviews
  • Approve episodes
  • Request changes
Future Enhancement

Role-based permissions (reviewer, approver) are planned for Phase 2.

Workflow Best Practices​

For Content Creators​

  1. Complete Before Submitting: Ensure all sections are filled
  2. Self-Review: Check for typos and clarity
  3. Test Timing: Read script aloud to verify ~60 seconds
  4. Be Responsive: Address review feedback promptly
  5. Iterate: Use feedback to improve content

For Reviewers​

  1. Review Promptly: Check queue regularly
  2. Be Thorough: Verify technical accuracy
  3. Provide Clear Feedback: Specific, actionable notes
  4. Be Constructive: Help creators improve
  5. Approve When Ready: Don't over-request changes

Workflow History​

Every workflow action is recorded with:

  • Action: Type of action performed
  • Stage: Workflow stage at time of action
  • User: Name and email of person who acted
  • Timestamp: When action occurred
  • Notes: Any comments or feedback

This creates a complete audit trail for accountability and process improvement.

Troubleshooting​

Episode Stuck in Review​

  • Check if reviewer has been assigned
  • Verify episode is in Tech Review stage
  • Contact reviewer directly if needed

Changes Requested Multiple Times​

  • Review feedback carefully
  • Address all points mentioned
  • Ask for clarification if needed
  • Consider scheduling a review session

Approval Not Working​

  • Verify you're authenticated
  • Check episode is in Tech Review stage
  • Ensure all required fields are complete
  • Try refreshing the page

Next Steps​