Enabling Better Collaboration & Security
WITH ROLES & PERMISSIONS
“Team of one or team of thirty, there's a right seat for everyone”
Get The Right People Involved In Your Content Operations.
Great content requires great collaboration. But without structure, teams can easily lose track of approvals, or accidentally expose sensitive information. Who should be editing? Who needs to give final approval? And how do you keep content aligned with multiple contributors?.
The key to smooth — and secure —content collabs? Setting up clear workflows and getting the right people involved (at the right time).
“Standardized workflows make it easier for different people to collaborate”
The right people in the right roles
Everyone has their own part to play when it comes to content. Some people are there to keep your content looking gorgeous. Some just need to give quick feedback on the copy. Setting up clear user roles means that everyone can get their job done, without adding unnecessary complexity or risk.
Let’s say you’re a marketing team about to launch a big campaign. You’d need:
- Designers to create stunning content templates
- Editors crafting the content
- Reviewers (like legal teams or stakeholders) giving feedback
- Publishers who give the final ‘ok’ and put things live
With the right user roles in place, everyone gets the right level of access. For example, a junior marketer can edit copy but can’t publish final versions. And your legal team can review the content, but can’t mess around in the design.
Collaboration without confusion
Just like clear user roles, standardized workflows make it easier for all these different people to collaborate — without stepping on each other’s toes.
Imagine a sales team in need of a quick-turnaround proposal for a high-stakes client meeting.
Without structured workflows, they’d be scrambling to find the latest template, chasing down email feedback, and waiting on approvals. By the time they get the go-ahead, the opportunity could be off the table.
With a clear workflow and the right permissions, sales reps can access a pre-approved template, where critical elements like pricing structures are locked down. They personalize the doc with client details, the legal teams review in-document, and approvals happen in real time. No delays, no errors, no confusion.
Between speed and structure, choose both.
Collaboration works best when teams have the freedom to create and the guardrails to stay aligned. With clear roles, structured workflows, and smart approval processes, organizations can quickly move from draft to delivery — without errors slipping through the cracks.
The right place for everyone in the content chain
Success story
RSM UK Streamlines Content Production With The Right User Roles
Here's what James Perrett, Head of Design at RSM, said about their journey with Foleon and user roles:
The creative team at RSM UK began as a group of four, and now, at 14 strong users, they tackle the needs of a national business of more than 5,000 employees.
However, with 5,000 people to serve, help was essential. The M&A (Mergers and Acquisitions) team needed access to Foleon and understanding to maintain brand standards. So, the design team gave them limited user seats in the platform, empowering the M&A team with editing capabilities while the design team took on more complex roles.
Templates emerged as a solution to streamline processes. By adapting colors and fonts within pre-designed layouts, they enhanced efficiency and creativity. Each role—designers, publishers, and reviewers—danced in harmony, shrinking the distance between vision and execution as they built a collaborative future together.
employees serviced to create high quality content
“ When you need a little bit extra, it's really important that we get those designer roles or editor roles. Just to give people a little bit more freedom within the platform itself.”
James Perrett, Head Of Creative, RSM UK