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
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:
The Returned indicator is automatically cleared.
The template moves forward again in the review workflow:
Draft → In Review
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.
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)
Click Yes to approve the template.
A success toast message appears:
“<Channel> version of <template_name> 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.
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:
“Template <version> 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.
Version Lifecycle
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
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.