Template Approval Workflow

  • Updated on May 8, 2025
  • Published on Mar 13, 2025
  • 3 minute(s) read
  • TL
 Prev Next

Wisely supports the template approval workflow feature for templates relevant to channels such as SMS, RCS, Truecaller, and WhatsApp. In addition to these channels, the template approval flow applies to templates created using the universal template manager (UTM). The template approval workflow empowers enterprise users to streamline the structured process for reviewing and approving the templates before publication.

Why Template Approval Workflow?

In an Enterprise messaging, ensuring compliance, accuracy, and consistency across all communication templates is crucial. The Template Approval Workflow enables the internal teams of an enterprise to regulate and streamline the approval process before templates are sent for final use.

For example,

  • A marketing team in an enterprise may need to send promotional messages via the Wisely platform.

  • To ensure compliance with brand guidelines, regulatory policies, and platform-specific standards, the team submits the template for approval.

  • The workflow routes the template to assigned reviewers, such as compliance officers, brand managers, or content specialists, based on predefined levels.

  • This structured process prevents unauthorized content from being distributed.

  • It also reduces the likelihood of rejections from OTT channel providers like Meta and Google.

Create a Template Approval Workflow

Authorized Users:

  • Super Admin/Admin

To generate the template approval workflow,

  1. Log in to the Wisely account with your valid credentials.

  2. Navigate to Settings —> Approvals —> Workflows from the left menu.
    The Approval Workflow page opens.

  3. Select the +Approval Workflow at the top right corner.
    The Create Template Approval Workflow form opens.

  4. Select the Workflow Type from the following items.

    1. RCS Template Approval Workflow

    2. SMS Template Approval Workflow

    3. WhatsApp Template Approval Workflow

    4. Truecaller Template Approval Workflow

    5. Universal Template Approval Workflow

  5. Enter a Name for the workflow.

  6. Add one or more levels of approvals and

    1. Select a Business Group(s) from the dropdown menu you would prefer to add.

    2. Select a User Role(s) from the dropdown menu associated with the business group(s).

      1. Admin

      2. Business

      3. Super Admin

    3. Select the User(s) from the dropdown menu associated with the user roles.

  7. (Optional) Checkbox next to the make comments mandatory on Approval.
    It allows the approvers to add comments during the approval process.

  8. (Optional) Turn on the toggle next to Enable Notifications for Approver.
    It allows the approvers to receive an email notification when changes occur in the workflow.

  9. Click Create.
    After creating the workflow, the new templates are sent to the assigned approvers at one or multiple levels, with the status marked as "Approval Pending." See more on Approvals.

Note

No duplicate template approval workflows are allowed when the same type is active. For example, when the RCS template approval workflow is active, you can not create same type of template approval workflow again.

View a Template Approval Workflow

Wisely enables you to view the approval status of a template at multiple levels to learn at which level the approval is pending or why it was rejected.

To view the template approval workflow,

  1. Navigate to Settings —> Approvals —> Workflows from the left menu.
    The Approval Workflow page opens.

  2. Click the eye icon () far right to the template approval workflow you prefer to explore.

    The template approval workflow slide opens.

Edit a Template Approval Workflow

Wisely enables you to modify the existing details of a template approval workflow such as adding or removing approval levels, business groups, user roles, and approvers. You can turn on or off the notifications, and approve comments if required.

To edit the template approval workflow,

  1. Navigate to Settings —> Approvals —> Workflows from the left menu.
    The Template Approval Workflow page opens.

  2. Click the stencil icon () far right to the template approval workflow you prefer to modify.
    The Update Approval Workflow page opens.

  3. Modify the required details such as workflow name, add or remove additional levels business group and its associated roles and users. Also, you can check or uncheck box next to approvers comments and enable or disable notifications.

  4. Click Update.

    Your modified details will be saved.

Deactivate or Reactivate the Template Approval Workflow

By default, the template approval workflow is activated once the workflow has been created. However, you can deactivate it temporarily if it is no longer required.

To deactivate the template approval workflow,

  1. Navigate to Settings —> Approvals —> Workflows from the left menu.
    The Template Approval Workflow page opens.

  2. Turn off the toggle next to the template approval workflow you prefer to deactivate.

    A wizard opens “Are you sure you want to deactivate?”

  3. Click Yes to proceed further.
    The template approval workflow will be deactivated temporarily. After deactivating the template approval workflow, the approvals are still apply to the existing templates, but skips for the new templates. These new templates require enterprise approval for using them in the business communication.

To reactivate the template approval workflow which is in deactivated state, turn on the toggle next to that template approval workflow.