--- title: "Template Approval Workflow" slug: "template-approval-workflow" updated: 2026-07-14T15:18:05Z published: 2026-07-14T15:18:05Z canonical: "help.csgi.com/template-approval-workflow" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.csgi.com/docs/llms.txt > Use this file to discover all available pages before exploring further. # Template Approval Workflow Xponent Communications Control (XCC) enables users to create, review, and manage templates through a structured approval workflow. You submit a template to a reviewer for review. The administrator/reviewer can then approve or reject the template's contents. Template statuses are identified in the Library. Templates can be filtered by clicking the status buttons on top of the list of templates. The filters- Draft, In Review, Approved, and Returned- function as inclusive filters, allowing users to select multiple options simultaneously. The search results will include items that match any of the selected filters. ## Template Statuses in Detail ![](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/image-1783425793692.png?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) ### Draft - Template is being created or edited. - Includes templates returned for changes. - Not yet ready for review. ### In Review - Template has been submitted. - Awaiting reviewer decision. ### Approved - Template has passed review. - Available for downstream usage. ### Returned Status (System Indicator) The **Returned status** indicates that a reviewer has sent a template back for updates instead of approving it. **Behavior of Returned Templates** - When a reviewer returns a template: - The template moves from **In Review** → **Draft.** - The system assigns a **Returned status indicator.** - A **Returned tag and red triangle icon** appear automatically. - When the author updates and resubmits the template: **Draft** → **In** **Review** - The Returned indicator is automatically cleared. - The template moves forward again in the review workflow: > ![Note](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/Note.png?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) > > **Returned** is not a standalone lifecycle stage. It is a **system indicator tied to the Draft state after a review action**. ## Template Lifecycle Flow Draft ──(Submit)──▶ In Review ──(Approve)──▶ Approved └──(Return for changes)──▶ Draft (Returned indicator applies) ### Submit a Template for Review Follow these steps to submit a template: - Open the **Library** by clicking the **Templates** icon in the panel on the left side of the Editor. - Filter templates using **Draft.** - Click the **vertical ellipses** icon in the far-right of a row containing the template you want to view, and then click **Edit**. ![](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/draft to review.gif?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) - Click the **Submit** button in the upper-right corner of the template page. A confirmation dialog will appear, prompting you to confirm the change from Draft to In Review. - Select a **reviewer** from the list, and click **Submit** to Review. - Template moves from **Draft** → **In Review** and its version will be incremented to the next available version number. ### Review Templates Reviewers evaluate templates in the **In Review** state. - Open the **Library.** - Apply the **In Review** filter. - Click **Preview** to open the template. #### Approve a Template This allows approvers to provide feedback and decide whether to approve the template or reject it. - Click **Approve** in the upper-right corner of the page. - Type a comment in the **Add Comment** field. (Optional) ![](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/approved.gif?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) - Click **Yes** to approve the template. - A success toast message appears: > ![Success](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/Success.png?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) > > “ version of promoted to approve with success” - On approval, **Approved** appears on the status. Or click **No** to cancel the approval. #### Return a Template for Changes - Click **Reject.** - Add comment explaining why the template is rejected. (Mandatory) - Confirm the action. ![](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/returned status.gif?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) - Template **returns** for updates. - Status changes to **Draft.** - **Returned indicator is applied**. - A **Returned tag and red triangle** icon appear automatically. - A toast message appears: > ![Success](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/Success.png?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) > > “Template version downgraded to reject status” ## Template Versioning **When is a New Template Version Created?** Once you promote an email template from **Draft** to **In Review** status, it is assigned version 1, and it retains that version number when promoted to Approved status. If the template is **rejected**, the version goes back to **Draft**. When you make changes to the template and promote it to In Review again, the version is reestablished at version 1. ![](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/template version1.gif?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) ### Version Lifecycle > ![Note](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/Note.png?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) > > While multiple versions of a template can exist, only **one version can be active at any time**- **specifically, the latest approved version with the highest version number**. Each version follows the same lifecycle: **Draft** → **In Review** → **Approved** **For Example:** Version V.1 → Approved > ![Note](https://cdn.document360.io/c578bb14-e570-4b6e-93ed-f6c5b8a2d8a1/Images/Documentation/Note.png?sv=2026-02-06&spr=https&st=2026-10-26T12%3A27%3A17Z&se=2026-10-26T13%3A27%3A17Z&sr=c&sp=r&sig=4hLgYbOkChG26MdF8aH8IJUBNUnlYaMYDBrcz6zDZ6U%3D) > > - Approved versions are not overwritten. > - Multiple approved versions can exist simultaneously. > - Each version progresses independently through the workflow. Learn [how to create a new version (V2, V3, or higher) of an existing template](/cx/docs/template-versioning#create-a-new-version-v2-v3-etc-of-an-existing-template).