Managing multiple WordPress sites can be challenging, especially when it comes to tracking posts that are awaiting review. In the beginning, we often found ourselves logging in repeatedly to check the dashboard for new content that required our attention.
To address this issue, we sought out methods to receive email notifications whenever a post was ready for review. After experimenting with various solutions over the years, we discovered several effective options that can save you time and help avoid content delays.
In this guide, we will outline the simplest ways to set up email alerts for pending posts in WordPress. Whether you operate a personal blog or oversee a team of writers, these strategies will enhance your content management process.
Why Should You Receive Email Notifications for Posts Awaiting Review in WordPress?
Receiving email notifications for posts labeled as ‘pending review’ is crucial for effectively managing a multi-author WordPress blog.
This feature allows you to promptly identify when writers or guest contributors submit new posts, enabling you to edit and publish them quickly. These notifications also ensure that you don’t overlook any submissions, streamlining your workflow and saving valuable time.
Overall, enabling email notifications for posts marked as ‘pending review’ can significantly enhance your editorial workflow.
Let’s explore how to configure custom email alerts for posts that are marked as ‘pending review’ in WordPress.
How to Receive Email Notifications for Posts Awaiting Review in WordPress
For multi-author WordPress sites, the best solution for creating email notifications is the PublishPress Planner plugin. It features a content calendar that simplifies post scheduling and enables editors to leave private comments and feedback on authors’ posts.
This plugin is also excellent for sending email notifications whenever a WordPress post enters a pending review status.
Important Note:There is a premium version of PublishPress that offers additional features, but this guide focuses on the free version, which includes all the essentials for setting up email notifications. For more details, check out our comprehensive review of PublishPress.
The first step is to install and activate the PublishPress Planner plugin. For detailed instructions, refer to our step-by-step guide on installing a WordPress plugin.
After activation, navigate to Planner » Notifications on the plugin settings page.
By default, PublishPress Planner sends email notifications to the site administrator when new content is published and when editorial comments are added to a post.
To create a new custom notification, click on ‘Add New.’
Begin by entering a title for your notification.
This title is for your reference, so feel free to use any name you prefer.
Now you can set up the post status notification using the ‘Workflow Settings’.
In the ‘When to notify?’ section, check the box for ‘When the content is moved to a new status.’
Next, open the ‘New status’ dropdown and choose ‘Pending review.’
Then, specify the content types that will trigger the email notification on your WordPress site.
You can choose to send notifications for all posts, all pages, both posts and pages, or for specific categories and tags.
For instance, if all guest bloggers use the ‘Guest Post’ tag, select the ‘Taxonomy’ option and choose ‘Guest Post’ from the dropdown list.
The simplest choice is to enable notifications for all posts or pages by checking the box next to ‘Post type.’
Once that’s done, open the dropdown menu and check the box next to ‘Post,’ ‘Page,’ or ‘Select All.’
Next, specify who should receive the notifications using the settings under ‘Who to notify?’
If you are the sole recipient of notifications, simply select the ‘Site Administrator’ option.
For multiple editors, we suggest creating an Editor role if you haven’t done so already. You can find guidance on assigning roles in our beginner’s guide about user roles and permissions.
Next, check the ‘Roles’ box and choose ‘Editor’ from the dropdown menu.
If you want to notify specific individuals, you can select ‘Users’ as an alternative option.
You can then select individual users from the dropdown list.
Once you’re satisfied with the notification setup, scroll to the ‘What to say?’ section and enter the message that users will receive.
In this section, you can combine static text with any of the shortcodes listed in the right-hand column.
Each time an email is generated, PublishPress will replace these shortcodes with actual values. This allows you to create more informative emails by including pertinent details, such as the author’s name and a link to the WordPress post that requires review.
For instance, you could include the following static text and shortcode in the subject line of the notification email:
“[psppno_post title]” is ready for review.
You can incorporate a combination of shortcodes and plain text in the format of your email body.
Once you are satisfied with the email configuration, click on ‘Publish’ to finalize it.
PublishPress Planner will now notify relevant WordPress users via email whenever a post is ready for review.
With PublishPress Planner, you can create custom post statuses for your blog posts, allowing you to establish an editorial workflow tailored to your website’s requirements.
Consider reviewing our guide on notifying authors when their articles are published in WordPress. If you accept guest posts, this can encourage your guest bloggers to promote your content to their audience.
Pro Tip: Utilize WP Mail SMTP to ensure your emails are successfully delivered.
After setting up email notifications, it’s important to verify that they reach the editing team’s inbox instead of the spam folder. Many users experience issues with WordPress emails not being sent.
This could be due to your WordPress hosting server not being properly configured to utilize the PHPmail()function. Additionally, many email providers mistakenly classify WordPress emails as spam.
WP Mail SMTP is the top WordPress SMTP plugin that enables you to send emails from WordPress using any SMTP service provider, ensuring they reach the recipient’s inbox reliably.
Select from a variety of mailing options tailored to your preferences, including well-known services like Gmail, Sendinblue, and Amazon SES.
For detailed guidance, refer to our comprehensive tutorial on configuring WP Mail SMTP with any hosting provider.
Discover Additional Strategies to Enhance Your Multi-Author Blog
Looking to streamline your editorial and publishing processes? Explore these informative articles:
- How to Effectively Attract and Manage Guest Bloggers on Your WordPress Site
- Step-by-Step Guide to Bulk Scheduling Posts in WordPress
- Beginner’s Guide to Preventing Content Scraping on Your WordPress Blog
- Comparison of the Best AI Content Detectors for Writers and Website Owners
- How to Import Post Ideas from a CSV Spreadsheet into WordPress
- Top Dynamic Content Plugins for WordPress (Expert Recommendations)
- What Is the Optimal Time to Publish a Blog Post? Plus, How to Test It
We hope this article has helped you learn how to set up email alerts for posts awaiting review in WordPress.
If you enjoyed this article, consider subscribing to our YouTube Channel for insightful WordPress video tutorials. You can also connect with us on Twitter and Facebook.
