16 Best Content Workflow Software Reviewed In 2024
Best Content Workflow Software Shortlist
Here’s my shortlist of the best content workflow software:
Our one-on-one guidance will help you find the perfect fit.
Content workflow software is an essential tool for content marketing teams. With the right solution, teams can streamline task management, improve collaboration, and reduce bottlenecks in the content creation process. However, choosing the right content workflow software can be overwhelming.
Using my experience with marketing software, I tested and compared several of the top tools available. From there, I compiled my findings into detailed reviews to help you choose the best software for your needs.
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Best Content Workflow Software Summary
This comparison chart summarizes pricing details for my top content workflow software selections to help you find the best one for your budget and business needs.
| Tools | Price | |
|---|---|---|
| CoSchedule | From $19/user/month | Website |
| Planable | From $11/user/month (billed annually) | Website |
| Cflow | From $9/user/month (billed annually) | Website |
| Filestage | From $49/month (unlimited team members, billed annually) | Website |
| HubSpot | From $45/user/month | Website |
| Narrato | From $36/workspace/month (billed annually) | Website |
| Slickplan | From $8.99/user/month | Website |
| WordPress VIP | Pricing upon request | Website |
| Creative Force | Pricing upon request | Website |
| ClickUp | From $7/user/month | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow to Choose a Content Workflow Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
| Scalability | Consider if the software can grow with your team. Look for tools that accommodate increased users and projects as your needs expand. |
| Integrations | Check if it connects with your existing tools like CRM, email, and project management systems to ensure smooth workflows across platforms. |
| Customizability | Make sure you can tailor the software to fit your team's specific processes with customizable templates and workflows. |
| Ease of Use | Ensure it's intuitive for all team members. A steep learning curve can slow down adoption and productivity. |
| Budget | Evaluate the pricing against your budget. Consider both initial costs and ongoing expenses to avoid unpleasant surprises. |
| Security Safeguards | Look for features like data encryption and user permissions to protect your sensitive content and ensure compliance with regulations. |
| Collaboration Features | Check for tools that enhance teamwork, such as real-time editing, commenting, and task assignments. |
| Customer Support | Responsive support is vital to your success with your software. Ensure there's reliable assistance available when you and your team need it most. |
Best Content Workflow Software Reviews
Below are my detailed summaries of the best content workflow management software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
CoSchedule is a marketing project management tool designed for marketing teams to organize and execute campaigns effectively. It facilitates task management, content scheduling, and team collaboration, enhancing overall marketing efficiency.
Why I picked CoSchedule: CoSchedule is built specifically for marketing teams, offering tools like a marketing calendar and campaign management to keep your efforts organized. The marketing calendar helps you plan and schedule content effortlessly, ensuring your team stays aligned with campaign timelines, while campaign management features let you coordinate tasks across teams. With its focus on marketing-specific workflows, CoSchedule helps you improve coordination and execute campaigns more effectively.
Standout features & integrations:
Features include social media post scheduling that allows your team to plan and publish posts across channels, task templates to standardize processes, and team performance analytics that offer insights into productivity, helping you make data-driven decisions.
Integrations include WordPress, Google Drive, Evernote, Mailchimp, HubSpot, Trello, Buffer, Slack, Google Analytics, and Bitly.
Pros and cons
Pros:
- Strong marketing calendar features
- Efficient campaign coordination
- Insightful performance analytics
Cons:
- Can be overwhelming for beginners
- Limited advanced customization
Planable is a social media collaboration tool designed for marketing teams and agencies to simplify content creation and scheduling. It helps teams plan, review, and publish social media content efficiently.
Why I picked Planable: Planable is designed for social media planning, offering a visual calendar that simplifies scheduling posts for your team. You can collaborate on content in real-time, ensuring everyone stays aligned. The platform also supports various post formats to accommodate your diverse social media strategies. This emphasis on visual planning and teamwork makes Planable an excellent tool for managing your social media campaigns effectively.
Standout features & integrations:
Features include a drag-and-drop calendar to simplify scheduling, a post preview mode that lets you see exactly how your posts will appear on different platforms, and team feedback tools to enable you to gather input and make edits quickly, enhancing collaboration.
Integrations include Facebook, Twitter, Instagram, LinkedIn, Google Drive, Dropbox, Slack, Canva, Hootsuite, and Adobe Creative Cloud.
Pros and cons
Pros:
- Intuitive visual content calendar
- Easy drag-and-drop scheduling
- Quick feedback and approval process
Cons:
- Limited customization options
- Can be overwhelming for beginners
Cflow is a cloud-based workflow automation tool designed for small businesses looking to optimize their processes. It helps automate routine tasks, manage approvals, and improve overall efficiency within teams.
Why I picked Cflow: Cflow is built for small businesses, offering user-friendly automation features without the complexity of larger systems. Its drag-and-drop interface makes workflow design simple, allowing you to set up quickly and easily. The software’s pre-built templates also help you get started with minimal effort, saving you time and resources. With its focus on accessible automation, Cflow is a great solution for teams with limited capacity.
Standout features & integrations:
Features include customizable workflow templates to let you adapt processes to suit your specific needs, detailed dashboards that provide a clear overview of ongoing tasks, and advanced reporting to give you insights into process efficiency.
Integrations include Google Workspace, Dropbox, Slack, QuickBooks, Salesforce, Microsoft Teams, Zapier, Outlook, Asana, and Box.
Pros and cons
Pros:
- Simple drag-and-drop interface
- Pre-built workflow templates
- Clear and concise reporting
Cons:
- Limited customization options
- Basic reporting features
Filestage is a project workflow management tool designed to simplify feedback and approval processes. It supports content marketing, creative, and content teams by enabling efficient collaboration and smooth content review.
Why I picked Filestage: Filestage simplifies feedback management, making it easy for your team to gather clear, actionable input on content. With annotation tools, reviewers can comment directly on files, minimizing misunderstandings and saving time. You can also set up custom review steps tailored to your workflow, ensuring everyone knows their role in the approval process. This structured approach keeps your projects on track and eliminates bottlenecks.
Standout features & integrations:
Features include version control to help you keep track of changes, task management features that allow you to assign responsibilities and deadlines, and automated reminders to prompt reviewers to provide feedback, speeding up the approval process.
Integrations include Adobe Creative Cloud, Slack, Trello, Google Drive, Microsoft OneDrive, Dropbox, Asana, monday.com, Basecamp, and Jira.
Pros and cons
Pros:
- Customizable review workflows
- Automated feedback reminders
- Version control for accuracy
Cons:
- Can be complex to set up
- Occasional notification delays
HubSpot is an advanced CRM platform that serves businesses seeking to enhance their marketing, sales, and service operations. It supports teams in managing customer relationships, automating marketing efforts, and analyzing performance data.
Why I picked HubSpot: HubSpot integrates effortlessly with your CRM, enabling you to manage customer interactions with ease. You can track leads, organize contact information, and automate follow-ups to strengthen customer relationships. Additionally, with shared data, your sales and marketing teams can collaborate more effectively. This integration helps you align your customer-facing strategies for better results.
Standout features & integrations:
Features include email marketing automation to help your team send targeted campaigns effortlessly, lead management tools that allow you to track and nurture prospects through the funnel, and analytics dashboards that provide insights into campaign performance.
Integrations include Salesforce, Slack, Zapier, Zendesk, Shopify, WordPress, Mailchimp, Eventbrite, SurveyMonkey, and QuickBooks.
Pros and cons
Pros:
- Effective email automation features
- Scalable for growing businesses
- Streamlined lead management
Cons:
- Can be complex for new users
- Occasional data syncing issues
Narrato is an AI-powered content workflow and management platform tailored for content creation teams. It streamlines content planning, creation, and collaboration, making it a valuable tool for marketing professionals focused on optimizing content production.
Why I picked Narrato: Narrato is designed to support your content creation team with powerful features like an AI content assistant and SEO content briefs, helping you generate ideas and optimize content more efficiently. Similarly, the software’s task assignment and automation tools enable your team to work faster and more effectively. Along with these features, Narrato also facilitates smooth collaboration with freelancers and team members, boosting overall productivity.
Standout features & integrations:
Features include content planning, collaboration tools, workflow automation, AI-powered content creation, content calendar, customizable templates, and SEO optimization tools.
Integrations include WordPress, HubSpot, Buffer, Hootsuite, Google Docs, Microsoft Word, Twitter, Facebook, LinkedIn, and Medium.
Pros and cons
Pros:
- Effective SEO content brief generator
- Strong AI-supported content creation
- Seamless collaboration with freelancers
Cons:
- Limited offline access
- Some features require learning
Slickplan is a website planning tool designed for web developers, designers, and content creators. It helps teams map out site structures, plan content, and manage the design process efficiently.
Why I picked Slickplan: Slickplan specializes in website planning, providing tools for visual sitemap creation and content planning. It helps you organize and visualize your site’s structure, ensuring intuitive navigation. The content planning features also enable your team to collaborate on layouts before development starts. By focusing on the early design stages, Slickplan is invaluable for managing complex projects.
Standout features & integrations:
Features include drag-and-drop sitemap building to simplify organizing your website structure, content planning features that let you draft and structure site content collaboratively, and diagramming tools that enable you to create flowcharts and wireframes, providing a clear visual guide for development.
Integrations include WordPress, Basecamp, Google Drive, Dropbox, Trello, Jira, Slack, Lucidchart, Microsoft Teams, and Adobe XD.
Pros and cons
Pros:
- Visual sitemap creation tools
- Effective for early-stage design
- Supports complex site structures
Cons:
- Can be overwhelming for new users
- Limited advanced customization
WordPress VIP is a high-performance content management system built for large-scale enterprises. It serves publishers and content-heavy businesses by providing a platform that supports complex content operations and high-traffic websites.
Why I picked WordPress VIP: WordPress VIP is designed for enterprise publishing, providing powerful hosting and security features tailored to large organizations. Its scalable infrastructure allows you to manage extensive content libraries effortlessly. The platform also ensures you can deliver pieces of content quickly and reliably, even during periods of high traffic. With its focus on enterprise-level requirements, WordPress VIP offers a dependable solution for managing your content effectively.
Standout features & integrations:
Features include advanced security protocols to protect your data and content from threats, customizable content marketing workflows that allow your team to establish processes that fit specific operational needs, and data analytics to provide insights into performance and target audience engagement.
Integrations include Salesforce, Slack, Google Analytics, Yoast SEO, Mailchimp, HubSpot, Optimizely, WooCommerce, Brightcove, and Akamai.
Pros and cons
Pros:
- Scalable for high-traffic websites
- Customizable content workflow management
- Reliable under heavy server loads
Cons:
- Limited flexibility for smaller projects
- Can be resource-intensive
Creative Force is a workflow automation tool designed specifically for photo studios. It streamlines the production process, helping teams manage projects, assets, and approvals efficiently.
Why I picked Creative Force: Creative Force is designed specifically for photo studios, offering features like photoshoot scheduling and asset management to streamline your approval workflows. The platform helps you plan shoots and track progress in real time, keeping your projects on schedule. You can also manage assets from capture to approval, ensuring consistent quality throughout. With its focus on the unique needs of photo studios, Creative Force is an excellent tool for optimizing your operations.
Standout features & integrations:
Features include automated file naming to help maintain organization and consistency across projects, real-time collaboration, and comprehensive project tracking that offers visibility into every stage of production, helping you meet deadlines.
Integrations include Adobe Creative Cloud, Dropbox, Google Drive, Capture One, Slack, Asana, Basecamp, Microsoft Teams, monday.com, and Trello.
Pros and cons
Pros:
- Efficient asset management
- Real-time project visibility
- Automated file naming
Cons:
- May require training for new users
- Occasional feature limitations
ClickUp is a versatile project management and workflow tool designed for teams of all sizes. It helps streamline processes, manage tasks, and enhance productivity across various business functions.
Why I picked ClickUp: ClickUp gives you unparalleled task customization, letting you tailor tasks to suit your team’s specific needs. With features like custom fields, templates, and statuses, you have the flexibility to manage projects in a way that works best for you. You can also create unique views tailored to different team roles, keeping everyone aligned and informed. This level of adaptability makes ClickUp stand out among content workflow solutions.
Standout features & integrations:
Features include task management, time tracking, customizable workflows, collaboration tools, document creation and sharing, and dashboards and reporting.
Integrations include Slack, Google Drive, Zoom, Microsoft Teams, Dropbox, Trello, Salesforce, Asana, Zapier, and Outlook.
Pros and cons
Pros:
- Highly customizable task management
- Advanced goal-setting features
- Flexible dashboard configurations
Cons:
- Limited offline functionality
- Requires consistent updates
Other Content Workflow Software
Here are some additional content workflow software options that didn’t make it onto my shortlist, but are still worth checking out:
- Bynder
For brand consistency
- Kissflow
For process automation
- Brandfolder
For digital asset storage
- xMatters
For incident management
- monday.com
For team task tracking
- Storyteq
For dynamic video content
Content Workflow Software Selection Criteria
When selecting the best content workflow software to include in this list, I considered common buyer needs and pain points like improving team collaboration and streamlining content approvals. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Manage content creation workflows
- Facilitate team collaboration
- Track content production processes and approvals
- Organize and store digital assets
- Schedule and publish content
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- AI-driven content suggestions
- Advanced analytics and reporting
- Customizable workflow templates
- Integration with CRM systems
- Multi-language content support
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Intuitive user interface
- Minimal learning curve
- Clear navigation
- Responsive design
- Speed and performance
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Access to templates
- Live webinars and workshops
- Support from chatbots
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support availability
- Live chat options
- Comprehensive knowledge base
- Dedicated account managers
- Quick response times
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive pricing
- A range of features included
- Flexible subscription plans
- Discounts for annual billing
- Free trial or demo availability
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall satisfaction ratings
- Feedback on reliability
- Comments on ease of use
- Testimonials on customer support
- User-reported issues and resolutions
Trends In Content Workflow Software
In my research, I sourced countless product updates, press releases, and release logs from different content workflow software vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI-Enhanced Content Creation: Tools are integrating AI to assist with brainstorming ideas and drafting content. This helps teams speed up the creation process and maintain consistency.
- Real-Time Collaboration: The demand for real-time editing and feedback is growing. Now more than ever, teams want to work together simultaneously, regardless of location, to increase efficiency.
- Advanced Analytics and Reporting: Businesses are looking for deeper insights into content marketing strategy and performance. As a result, vendors are developing analytics dashboards that track engagement and ROI, helping teams make informed decisions.
- Customizable Workflows: Users want to tailor workflows to fit their specific processes. This trend is pushing vendors to offer more flexibility in how workflows can be set up and adjusted.
- Focus on Security and Compliance: With increasing data regulations, vendors are emphasizing security features and compliance. This includes data encryption and audit trails to protect sensitive information.
What Is Content Workflow Software?
Content workflow software is a tool that helps teams streamline the creation, review, and publishing of content. Commonly used by marketers, content creators, and project managers, these tools improve efficiency and collaboration.
Key features such as task management, real-time collaboration, and analytics enable smoother workflows and better decision-making. By enhancing productivity and ensuring timely, accurate content delivery, these tools provide substantial value to teams.
Features of Content Workflow Software
When selecting content workflow software, keep an eye out for the following key features:
- Task Management: Organizes tasks and deadlines, helping teams stay on track with their projects.
- Real-Time Collaboration: Allows team members to work together simultaneously, improving communication and efficiency.
- Analytics Dashboards: Provides insights into content performance, enabling data-driven decision-making.
- Customizable Workflows: Lets users tailor processes to fit their unique needs and optimize efficiency.
- Security Protocols: Ensures data protection and compliance with regulations, safeguarding sensitive information.
- Content Calendar: Helps plan and visualize content publishing schedules, making it easier to manage publishing timelines.
- Feedback and Approval Tools: Streamlines the review process, reducing bottlenecks and facilitating timely approvals.
- Integration Capabilities: Connects with other tools and platforms, enhancing workflow and productivity.
- Version Control: Tracks changes and maintains document history, ensuring accuracy and consistency.
- User Permissions: Controls access to content and features, enhancing security and collaboration.
Benefits of Content Workflow Software
Implementing content workflow software provides several benefits for your team and your business. Here are a few you can look forward to:
- Improved Collaboration: Real-time collaboration features help your team work together more efficiently, reducing miscommunication and delays.
- Enhanced Productivity: Task management and customizable workflows streamline processes, allowing your team to focus on high-quality content creation.
- Better Decision-Making: Analytics dashboards provide valuable insights, helping you make informed decisions based on content performance.
- Increased Security: Security protocols protect your data and ensure compliance, giving you peace of mind.
- Efficient Review Process: Feedback and approval tools speed up the review cycle, ensuring content is published on time.
- Clear Content Planning: A content calendar offers a visual overview of schedules, helping you manage timelines effectively.
- Consistent Quality: Version control and user permissions maintain content accuracy and ensure only authorized team members make changes.
Costs and Pricing of Content Workflow Software
Selecting content workflow software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in content workflow software solutions:
Plan Comparison Table for Content Workflow Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic task management, limited storage, and essential collaboration tools. |
| Personal Plan | $5 - $25/user/month | Enhanced task management, basic analytics, and content calendar access. |
| Business Plan | $30-$75/user/month | Advanced collaboration features, detailed analytics, and workflow customization. |
| Enterprise Plan | $100-$200/user/month | Full features access, dedicated support and advanced security protocols. |
Content Workflow Software FAQs
Here are some answers to common questions about content workflow software:
How can content workflow software improve my team's productivity?
Content workflow software improves productivity by organizing tasks, automating repetitive processes, and facilitating collaboration. Your team can focus more on creative work and less on administrative tasks, leading to faster content production. Additionally, centralized dashboards provide visibility into project status, helping you track progress efficiently.
How secure is content workflow software for managing sensitive content?
Most content workflow software solutions offer robust security features to protect your data. These can include data encryption, user permissions, and audit trails. It’s crucial to choose a solution that complies with industry standards, ensuring your sensitive content is managed safely and securely.
Can content workflow software integrate with other tools my team uses?
Yes, many content workflow software solutions offer integration capabilities with popular tools like CRM systems, social media platforms, and project management software. Integrating these tools allows you to streamline your workflows, making it easier to access and manage all your content-related tasks in one place.
How customizable are workflows in content workflow software?
Content workflow software often allows for a high degree of customization, enabling you to tailor workflows to your team’s specific needs. You can create unique templates, set custom approval processes, and adjust workflows as projects evolve. This flexibility helps your team work more efficiently and adapt to changing requirements.
What should I look for in a content workflow software provider's customer support?
When evaluating customer support, consider the availability of 24/7 help, multiple support channels like chat and phone, and a comprehensive knowledge base. Responsive customer support can significantly impact your team’s ability to resolve issues quickly, ensuring minimal disruption to your workflow.
How does content workflow software handle version control?
Version control features in content workflow software help track changes and maintain document history. This functionality allows your team to revert to previous versions if needed and ensures everyone is working on the most up-to-date content. It’s an essential feature for maintaining accuracy and consistency across your projects.
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