Create draft stories so your entire team can collaborate on them. Allow limited administrators to submit stories for review and have full administrators approve them for publishing. Schedule draft or submitted stories to publish at a particular date and time to maximize the story impact.
Draft Stories
Whenever you are authoring a story, you have the option to save it as a draft. This allows you to work on and refine the story until you and your team are happy with it. If you save a draft that is authored with your personal account, your drafts will be saved to the 'Stories' tab of your personal profile and only you will be able to see and edit that story. If a full administrator authors a draft as your organization, it will be saved to the 'Drafts' tab of the 'News and Marketing' area of management. Any administrator with permission to publish stories on your profile will be able to see and edit any draft in the 'Drafts' tab.
If a limited administrator creates a draft to be published as your organization, your draft will appear in their personal user profile 'Stories' tab since they do not have full access to management.
NOTE: You can not change the author of a story after a draft is created.
When a full administrator views the list of draft stories, clicking on any of them will open a preview window so they can see the full contents of the story.
Privileged administrators will also have the ability to publish the story immediately using the publish button, or schedule the story to publish at a later date and time using the 'Schedule Story' menu item from the triple dot menu.
Any draft intended to be published with your organization as the author can be edited by any administrator of the organization with publishing permissions using the 'Edit Story' option from the triple dot menu. If the draft is intended to be published with your organization as the author, any administrator with publishing permissions can edit that draft regardless of who the original author was.
Limited Administrators and Story Approval
Limited administrators without the permission to publish a story for an organization will only be able to 'Submit' a story for approval by a more privileged administrator or save their new composition as a draft. To save the story as a draft, click the down arrow on the side of the 'Submit' button to see other options.
NOTE: A limited administrator will still be able to publish and schedule stories they post as themselves when not representing your organization.
The limited administrator will not see any of the draft or approval story queues but they will be able to see their own drafts in the Business News feed or in their own user profile under the 'Stories' tab. Stories submitted for approval by a limited administrator will appear in the 'Waiting for Approval' tab, just like a story that mentions your organization.
Scheduling Stories
It is always most impactful to spread your stories out over time rather than post several stories all at once. You are able to schedule any new story, draft or waiting for approval story that is not published yet. You can schedule a story, if you have publishing permissions when:
- You are composing a story, click the down arrow next to the publish button to reveal the scheduling option.
- You are editing a draft story, click the down arrow next to the publish button to reveal the scheduling option.
- You are viewing a 'Draft' or 'Waiting for Approval' queue, click the triple dot menu next to the story to reveal the scheduling option.
- You are viewing a currently scheduled story, you have the option to re-schedule it for a different date/time
Regardless of what workflow you are using, when you open the scheduling tool, it will always look the same. You will have the option to set a date and time as soon as 15 minutes in the future or any time in the future. Once scheduled, you will be able to see all upcoming stories in the 'Scheduled' tab of the News & Marketing page. Personally scheduled stories will only be visible in the 'Stories' tab of your profile and will be identified with a 'Scheduled' tag on the story itself.
Best Practices
Using Limited Administrators to Create Content
Not every team member will have permission to publish to your news feed, this is especially true if your team uses integrations to automatically post to other social networks. Sometimes it is the marketing team that makes the final decision on the stories that get published. Even if only a limited few have the permission to post stories, every team member can make valuable contributions. Each team member can contribute stories in the areas where they specialize and submit them for approval. The senior administrators can decide which ones should be re-worked, published or scheduled for publishing and which other channels the story should be published to. Some examples of team members contributing stories without direct publishing control:
- Employees posting about team volunteerism and community impact. These employees would have to @mention your business for it to appear in your story approval queue.
- Limited Administrator who manages grand and scholarship applications could automatically collect impact stories during the grant process. These stories could be submitted for approval and attributed to your organization or as a combination of your organization and the applicant.
- Limited Administrator who manages employee volunteerism can write stories as the organization about team volunteerism.
- Limited Administrator who deals with community connections could solicit testimonials and stories from those community connections and submit them for publication.
Publish Stories as a Team
When you author a draft story as your organization, any full administrator has the ability to edit that draft. This allows multiple team members to contribute as appropriate with content, pictures or whatever else is needed.
NOTE: We do not offer live multi-person editing, it is possible to overwrite changes by other people if you all edit at the same time.
Why Should I Delay Publishing Stories?
When you publish a group of multiple stories at once, or even multiple stories on the same day, it means that the first story gets the readers full attention but subsequent stories will have diminishing levels of attention. This is especially true if the stories are similar or about the same event/program. If you spread stories out 1 - 2 days apart, every story will be more fresh to the reader even if they read the previous story earlier.
It is especially important to spread stories out if you have a large number of them that are all related. A single charitable event may generate several stories form attendees. A single grant, scholarship program or volunteer/donor spotlight form might generate dozens or hundreds of individual stories automatically using the Story Generator tool. You can use that one program to provide continuous content over weeks or months and not have to worry about content creation for the duration, secure in the knowledge that fresh content is being automatically published regularly.
Spreading stories out over time does not mean you have to visit Do Some Good every day or two, the Scheduling feature will allow you to schedule, in a single visit, any number of stories to publish whenever it is most appropriate for your communication strategy.
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