Petal loves: Collaboration

In the first article of this series, I showed you how you can easily create a landing page using the headless CMS. Today, let’s dive into using collaboration tools to produce higher-quality content.

Jozef Falis

Jozef FalisUpdated on Sep 18, 2023Published on Mar 24, 2021

Collaboration that gets stuff done

A headless CMS with Content-as-a-Service (CaaS) capabilities allows content editors to collaborate in a single platform without the need to create Google Docs or send Word documents to each other. In our team, using eliminated the need for some processes and tools, which we’ve replaced with the headless CMS.


To be able to create marketing content for our website as efficiently as possible, we’ve configured our own workflow. There’s no need to have duplicate tasks in Jira—everyone involved gets an email notification from reminding them of what needs to be done once the content item moves to the next workflow step. Our typical workflow looks like this:

Draft - Proofreading - Graphics - Ready - Publish

Advancing step by step, each team member fills in the fields assigned to them. After making sure everything looks okay, the author of the content item subsequently publishes the article or resource.

Workflow in Kentico Kontent
Moving to the next workflow step in the headless CMS


We also use Tasks in, which helps us streamline collaboration on each piece of content. When moving on to the next workflow step, the editor creates a task to let the graphic designer know an image or something else is missing. If the page needs any tweaks requiring coding, our web developer also gets notified that there’s a task to complete for him. We have everything in one place without having to use Trello, Jira, or another project management software or tool for producing content in the CMS.

Creating a task to delegate what needs to be done before publishing

Simultaneous Editing

In the summer of 2020, we in the Marketing team were the first to test real-time collaboration. It probably comes as no surprise that we immediately liked the Simultaneous Editing feature as it enables two or more people to work on an article or page without overwriting the latest changes made by others.

This is very useful, especially when creating campaign landing pages where the copywriter and campaign manager are working on the same page at the same time. Since we’re now producing new content from the comfort of our homes, allows us to cooperate remotely. When the campaign manager designs the structure of the page, the copywriter can immediately fill in the content.

Two editors working on the same page


Commenting is the feature we use the most when editing content. Instead of sending someone a message on Microsoft Teams, we leave a comment in and tag the person whose opinion we need there. To give you some more specific examples, we usually discuss different options for proper copy use or fact check with the tagged person directly in the headless CMS.

Creating a comment in the headless CMS


We use webhooks mainly for communication between and external tools. When publishing a blog, we inform our colleagues through integration with Microsoft Teams. Moreover, we can also ping different publishers to help us share the article. Webhooks can also be used for browser notifications that alert readers to a new blog article.

Editorial calendar

When planning the publishing of the content we produce, we can also leverage the editorial calendar in to see what we’re going to publish and when. We have a clear overview of all our content, which helps us ensure consistency in everything we release.

Editorial calendar
Editorial calendar that shows the state of all your content items

Web Spotlight

In the previous article, I mentioned that we’re working on Web Spotlight implementation on I believe that the web-specific add-on will help us edit the website even faster and save more time when creating landing pages—the owner of the page, in cooperation with the graphic designer, will be able to quickly find the ideal spot for each UMLP component.

Web Spotlight to help you edit your web pages
Using Web Spotlight to edit your web pages


Today I gave you a few tips on how content editors and marketers can use the collaboration tools that offers. Is there a feature that you’re missing and would like to see in the product? Let us know! Next week, we’ll take a look at Headless CMS and SEO best practices.

Check out other articles from this series:

Jozef Falis
Written by

Jozef Falis

I’m managing the Demand Generation team here at I love creative ideas in the technical world and making communication to customers as relevant as possible.

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