Manage Your Editorial Calendar and Workflow on Your WooCommerce Site

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When it comes to writing, scheduling and publishing content on your WordPress site or WooCommerce online store, it all starts with a solid editorial calendar. Make sure that you and your team have the right working parts in place.

PublishPress for Your WordPress Site or WooCommerce Online Store

I use the premium version of PublishPress for all my editorial content and checklists here on BobWP. Honestly, I could not live without it. With as much content that we publish, every step of the process is important.

PublishPress has everything you need for your WordPress site, whether it’s a blog, a news site or your business site. You can also use this powerful tool on your WooCommerce online store. Between the content you publish and the products you manage, this is a critical piece in keeping things flowing well for yourself and your team.

In fact, if you decide to create a content strategy for your WooCommerce site, a plugin like this is essential.

I am showing you all the features that come with the Business and Agency licenses to share with you everything that it can bring to the table.

I will first go over the settings, but I will also show you how we are using this plugin ourselves to better demonstrate to you how flexible it is.

General Settings

Here are several settings for notifications, dashboard, editorial comments and the features that you want to have toggled off or on. Also, you will see products as an option as I have the WooCommerce add-on activated.

Calendar Settings

You can enable which post types to show and also have it connect to iCal or Google Calendar.

Meta Data Settings

This is where you create your meta data.

With the meta you choose to create, you will find it on your posts where the information can be input for others to view.

Statuses Settings

I use this one a lot. Being able to create statuses beyond draft and pending review can help a ton whether you are a single blogger or part of a team. As you can see here, there are several statuses I have created, including some specifically for WooCommerce products.

Adding a new status is very straightforward and you can choose colors and assign an icon to each status to help you visualize your calendar more effectively.

Checklist Settings

Again, a real favorite of mine. It offers you a nice checklist to add to the side of your posts, pages or products that must be completed before you schedule or publish. You can add a warning icon and/or hide the Publish button if the items listed are not completed. As you can see there are default types for post, pages and products.

Requirements are already offered for posts, pages and products, but you can also create custom requirements. And each requirement has a choice of three actions when enabled.

The pages options of course don’t have tags or categories. And the WooCommerce options include product-specific categories and tags, as well as color and size.

On the post itself, for example, you can see that this draft still needs a featured image.

When I go into an older post that was published and one of my conditions has not been met, I will see this warning icon at the top.

If I were using this for my online store, and had these two conditions set:

  • Featured image – prevent publishing
  • Word count – show message on screen before publishing

This is the popup window that would appear if I tried to publish.

Multiple Author Settings

The add-on gives you the ability to add authors and display their information, including names, images and bios. You can also create guest authors that do not have to have an account on your site.

Once you start a post, you can easily assign it to any author.

Reminder Settings

You will set globally how often WordPress checks your site to send reminders of notifications.

Slack Settings

You can set the Slack channels with this add-on. You can get comments and status change notifications directly inside the chosen Slack channel.

Running This Fine-Tuned Machine of Editorial Content

As you see from the settings alone, this plugin gives you enough flexibility to meet any of your needs. We are a small team here at BobWP, just Judy and myself, but let me give you a glimpse into some of the other features and what we are doing with them. Of course much of our workflow methods change over time depending on content and scheduling, but it will give you an idea of how someone personally uses this.

Editorial Calendar

Here is a partial piece of our calendar. This is important to me as it gives me a birds-eye view of what I have done, and what I am doing. Each post has options for editing, etc. and you can easily drag-and-drop any post to another date. In addition, there are plenty of filters to choose from for viewing your calendar.

Also, while viewing the calendar, if I get an idea for a post, I can simply click to create on any date, add the title, some content and save it. It will create a post automatically for editing later, or I can start editing it by clicking the edit option.

Statuses We Use

These are the statuses we currently have and we use them all. Some of them are temporary and are being used for special editorial projects. I’m sure others will change and morph over time.

And now, the workflow that Judy and I have. The rest are workflows specifically for myself. I’ll tell you, once you have these in place, you probably will wonder how you ever survived before.

These statuses will now appear when you are creating a post or page as you have them assigned.

Some of these statuses play a huge role in the notification workflow, which I will touch on next.

Notification Workflows

Obviously you will not need this if you are the only person doing anything on the blog, from initiating ideas, to write, editing, adding content, repurposing or finalizing. In our case, we have notifications for when I have sent a draft to Judy for editing.

  1. A notice is sent to both of us since I have made it ready for her to do the editing.
  2. A notification is sent to me once Judy has scheduled it.
  3. A notification is sent to me after it has actually published.

Going into the settings of one of these notifications, you will see how they are set up.

This one is the notification that I get when Judy has edited and scheduled a post.

I have chosen to have this sent out when the new status is scheduled. I have also selected 10 of the 19 statuses for it to work from originally. That way, I have myself covered on all possible statuses I might have saved it from.

Next I chose the content type and who should be notified.

Lastly, the message that will be emailed. You can see that you can include several shortcodes in both the subject and the message.

The shortcodes they have listed here and on their site can be incredibly useful. For example, in the notification I send to Judy to edit the post, I can include a link that she simply has to click on that will take her right into the editor window. (She likes that.)

On your posts, you will find a field where you can add others so they will be included in future notifications that go out on this specific post.

Editorial Comments and Notifications

Another great feature is the ability to leave editorial comments on the posts and have a notification sent out at the right time to the right person. This is great to for teams in the sense of passing it on with notes, needing more info, asking questions, etc. And to be honest, I often do them to myself as well. That way I can put the reminder emails in a to-do box and go through them to add to my to-do list.

Here is a notification that is very general. It literally sends me a notice whenever Judy or myself adds an editorial note to any post. But you can see I can filter this easily as well.

And on each post or page you will find the spot to leave an editorial comment.

Time to Get Control Over Your Content and Workflow

Whether you are a single blogger, or on an editorial team, this plugin is packed with features to help you manage your content and improve your workflow. I know personally with the amount of content we produce and repurpose, it would be a huge gap if we didn’t have it on our site. So head on over and check out PublishPress today.

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