Workflow Procedures

  • When is a change made (and content approved) without informing the content author/approver?

    Basically, the Digital Team will make a change and approve content without informing the content submitter when the change is viewed as minor. Often, these are changes involving grammar, punctuation, spelling, or conformity with university style (see the University Style Guide). There are simply too many content submissions to send emails about each minor change.


    • Adding or removing commas
    • Uncapitalizing “university” and job titles that do not immediately precede names:
      • David Werner is the interim president of the university.
    • Fixing dangling modifiers:
      • Transferring to IUP, Bob’s major was English. > When Bob transferred to IUP, his major was English.
    • Minor clarifications of sentences.
    • Subject-verb agreement:
      • When a student completes this form, they are ready to start. > When a student completes this form, he or she is ready to start.

    When is the content author/approver informed of a change made before publishing?

    The Digital Team will notify the content author/approver of a change made before publishing when the change is significant or when the change is something likely to come up again in future submissions by that author/approver. Often, a member of the Digital Team will contact the unit author/approver to help with fixing the submission.


    • Rewrite of a large amount of text for clarification.
    • Moving content to a different category (for example, from Policies to How To)
    • Editing titles and adding summaries to a small number of items appearing in a collection or table of contents when no editing was done previously
    • Changing a small number of links from hyperlinks to quicklinks, when applicable
    • Suggesting switching out a set of handmade links with a collection (Digital Team would typically ask author/approver in advance of doing this)
    • Fixing content in accordance with the template (for example, moving or resizing a photo that extends beyond the page or covers other page elements)

    When is content declined?

    Basically, the Digital Team will decline content when it needs significant work that would be most beneficial for the author/approver to do in order to improve future submissions. The unit author/approver is always informed of the reason by email or phone. Often, a member of the Digital Team will work with the unit author/approver to improve the content.


    • Content that is clearly incomplete (and possibly an accidental submission)
    • Content that is not appropriate for the audience (for example, upper structure content that is not reader friendly)
    • Content with a repeated problem (for example, an extensive table of contents or collection of items with no set summaries)
    • Content requiring major fixes to work within the template (content that is off the page)