How to add custom workflow step

By default, Multicollab provides four workflow steps namely:

• Draft
• Review
• Approval
• Publish

If you wish to add a custom workflow step for your requirement and control who can move content through it, follow these steps:

Step 1: Open the Workflows Settings

1. Go to your WordPress dashboard
2. Navigate to Multicollab → Workflows

This page shows all existing workflow steps, their assigned roles, linked statuses, and whether they are enabled.

Step 2: Click “Add New” to Create a Workflow Step

1. Click the Add New button in the top-right corner
2. The Add Workflow Step modal will open

This is where you define the new step.

Step 3: Enter Workflow Step Details

Inside the Add Workflow Step modal, fill in the following fields:

Step Name: Enter a clear name for the workflow stage. Example:

• Editor Review
• SEO Check
• Legal Approval
• Post Publish

Description (Optional)

Add a short description to explain what happens at this step. This helps your team understand the purpose of the stage.

Step 4: Assign a Status to the Step (Optional)

Choose a status from the Status dropdown.

Examples:

• Draft
• In Progress
• Under Review
• Ready to Publish
• Archived
• Published

Statuses help visually represent the content’s state inside the editor and dashboard.

If you need a custom status, you can create one from Multicollab → Status before assigning it here.

Step 5: Select Role-Based Permissions

Under 'Assigned Roles', choose which user roles are allowed to move content through this workflow step. For example:

• Administrator
• Editor
• Author
• Contributor
• Subscriber
• Guest
• Customer

Step 6: Save the Workflow Step

• Click Save. The new step will now appear in the All Processes list

By default, the step is enabled and active in your workflow.

Step 7: Enable or Disable the Step (Optional)

Each workflow step includes an Enable/Disable toggle.

You can disable a step when:

• Testing new editorial processes
• Temporarily removing a stage (for example, Legal review)
• Adjusting workflows without deleting steps

Disabled steps are preserved and can be re-enabled anytime.

Check out this tutorial: