Here at PublishPress, our focus is on creating publishing workflows in WordPress. This includes allowing you to create custom statuses in WordPress.
However, before moving on to more advanced workflows, people often need some clarity on the basic workflow features in WordPress.
For example, what exactly is the difference between “Pending Review” and “Draft”?
Video guide to Pending Review and Draft
Published, Pending Review and Draft
To see “Pending Review” and “Draft” on your site, login as an Administrator and go to the “Posts” screen on your WordPress site.
Click the “Quick Edit” link under a post. There will be three statuses you can choose for each post:
- Pending Review
The purpose of the “Published” option is clear. However, the “Draft” and “Pending Review” options are not so obvious. What is the difference between these statuses? What happens if I choose “Draft” instead of “Pending Review”? Those are the questions I'll answer in this blog post.
Pending Review for Contributors
A good way to learn the different between “Draft” and “Pending Review” is to test the “Contributor” role. Click here for an overview of Contributor permissions.
So for the Contributor, there is a very real difference between these two statuses:
- “Save draft” means “I'm still working on this post. It's not ready yet.”
- “Submit for Review” means “I think this post is ready for someone else to approve and publish”.
If a Contributor is working on a post, they will see the “Save draft” option in the top bar, as in this image below:
If a Contributor wants to choose “Pending Review”, they click “Publish” and then “Submit for Review”. Once they do that, an Administrator or Editor can come along and update the post.
It's worth noting that if the high-level user does choose to publish the post, then the Contributor will be locked out. They can not edit the post after it's been published.
The difference between “Pending Review” and “Draft” only really matters for Contributors. This is because users in the Subscriber role don't have the ability to write posts (click here to see Subscriber permissions). And users in higher roles, such as Author, have the option to publish their own posts.
For the Editors and Administrators, they can easily see all the posts and pages in “Pending Review” status. This allows them to see which posts they can edit and publish.
- Go to “Posts” or “Pages” and click the “Pending” tab.
One limitation to this is that you can't sort these posts by author, so it's hard to see your own posts. Click here to see how to view your Draft or Pending Review posts in WordPress.
The History Behind Pending Review and Draft
Mark Jaquith, a key WordPress core developer, explained the background for these two status. The Contributor role was added to WordPress back in 2004. When it was first introduced, Contributors could only use the “Draft” status. They had no way to indicate when a post was ready to publish. So to solve this problem, the “Pending Review” status was added three years later in WordPress 2.3.
Modifying or Expanding on Pending Review and Draft
These two statuses are the default options in WordPress, but it is possible to modify or expand these options.
- Download and install the PublishPress Planner plugin from WordPress.org.
- Go to “PublishPress” then “Settings” and click the “Statuses” tab.
- You'll see that several more statuses are available. Each status has its own color and icon to make it easy to identify.
Using PublishPress, you can easily edit each status. For example, you might think that “Pending Review” is a confusing name. Here's how you can fix it:
- Click “Edit” under “Pending Review”.
- You can change the color and icon used for the status.
Now when you use the Calendar feature in PublishPress, you'll be able to see your color and icon used to show all posts in the “Pending Review” status.
It is possible to add permissions to these statuses with the PublishPress Capabilities Pro plugin.
The key to understanding the difference between “Draft” and “Pending Review” is understanding the Contributor role in WordPress.
For most users, there's no practical difference between “Draft” and “Pending Review”. However, for Contributors there is a major difference. These are the only two statuses they can use. One status means “I'm still working on this” and the other status means “This is ready to publish”.