Once you've created a post in Rool, you can view its details, make edits, track its progress through the approval pipeline, and delete it when needed. This guide walks you through every step.
Viewing Post Details
To view a post, navigate to Posts in the sidebar and click on any post in the list. The post detail page shows:
A Post Preview of how your content will look when published, including the caption and any attached media.
A status badge (e.g., Draft, Pending Approval, Scheduled) so you always know where the post stands.
The post's creation date and current version number.
A collapsible Details & Activity side panel on the right with scheduling info, target accounts, platforms, publishing status, and activity history.
On mobile, tap the floating action button in the bottom-right corner to open the Details & Activity panel as a slide-over sheet.
Changes Requested Alert
If an approver has requested changes, you'll see a prominent alert at the top of the post detail page. The alert includes:
The name of the person who requested changes
When the request was made
Their comments explaining what needs to change
Editing a Post
How to Open the Editor
From the post detail page, click the Edit button in the top-right action bar. This opens the post editor with all of your existing content pre-filled.
What You Can Edit
The edit page lets you change any aspect of the post:
Caption -- Update the base caption text.
Media -- Add, remove, or replace images and videos. You can pick from your asset library or upload new files directly.
Target accounts -- Add or remove the branch accounts this post will be sent to. You can filter accounts by tags or use Select All / Clear to manage them quickly.
Platforms -- Toggle which platforms (Facebook, Instagram, etc.) the post will publish to. You can also set per-account platform overrides.
AI caption variants -- Regenerate caption variants for each account, adjust the tone, or re-roll a single account's variant.
Scheduling -- Switch between immediate publishing, a specific scheduled time, or staggered publishing across accounts.
Inline Editing
You can also edit directly in the preview area:
Click on the caption text in the preview to edit it inline.
Click on a media item to replace it from your asset library.
Use the add-media button on the preview to attach additional images or videos.
Saving Your Changes
When you're ready, click the submit button to open the Save Changes dialog. The options you see depend on your role and the post's current status:
If you're an Admin or Editor and the post is pending approval:
Save & Approve -- Save your edits and approve the post in one step. The post moves forward for publishing.
Save & Keep Pending -- Save your edits but leave the post in the approval queue for another reviewer.
If you're an Admin or Editor and the post is already approved or scheduled:
Save Changes -- Your edits are saved and the post keeps its current approved or scheduled status.
If you're the post creator (not an admin) and the post is pending or has changes requested:
Save & Resubmit for Approval -- Your edits are saved and the post is automatically resubmitted for review.
Who Can Edit a Post
Editing permissions depend on your role and the post's status:
Role |
Can Edit When Status Is |
|---|---|
Post creator (non-admin) |
Draft, Pending Approval, Changes Requested |
Admin or Editor |
Any status except Published or Partially Published |
If you don't have permission to edit a post, you'll see a message explaining why.
Post Status Lifecycle
Every post moves through a series of statuses as it goes from draft to published. Here's what each status means:
Draft -- The post is a work in progress. Only visible to the creator and admins/editors. You can freely edit and update it.
Pending Approval -- The post has been submitted for review. Approvers can approve it, request changes, or reject it.
Changes Requested -- An approver has reviewed the post and asked for revisions. Check the feedback alert on the post detail page, make your edits, and resubmit.
Approved -- The post has been approved and is ready to publish. If it's scheduled for a future time, it will publish automatically.
Rejected -- An approver has rejected the post. The creator is notified with the reason.
Scheduled -- The post is approved and queued to publish at a specific time (or staggered across accounts).
Published -- The post has been successfully published to all target accounts and platforms.
Partially Published -- The post published successfully to some accounts but failed on others. Check the publishing status in the side panel for details.
Failed -- Publishing failed for all target accounts. Review the error details and try again.
Managing Posts from the Detail Page
The post detail page provides several action buttons depending on the post's status and your permissions.
Withdraw from Approval
If you submitted a post for approval and want to pull it back, click Withdraw. This returns the post to Draft status so you can make further edits before resubmitting. Only the original post creator can withdraw a post, and only while it's in Pending Approval status.
Cancel a Scheduled Post
Click Cancel Schedule to stop a scheduled or approved post from publishing. The post returns to Draft status and you'll need to reschedule it manually. Available to the post creator and admins/editors, as long as no accounts have already published.
Reject an Approved or Scheduled Post
Admins and Editors can click Reject on a post that was previously approved or scheduled. You'll need to provide a reason (at least 10 characters). The creator will be notified, and the post will not be published.
Share a Review Link
Admins and Editors can click Share Link to generate a review link for the post. This lets external stakeholders (such as clients) view and provide feedback on the post without needing a Rool account.
Deleting Posts
Soft Delete (Move to Trash)
Click the Delete button on the post detail page to move a post to the trash. A confirmation dialog will appear, letting you know:
The post will be soft-deleted (not permanently removed right away).
An administrator can recover it if needed.
You can delete a post if you're the creator or an admin/editor, as long as the post has not been published. Published and partially published posts cannot be deleted.
The Trash Page
To view deleted posts, navigate to the Trash page from the Posts section. Here you'll find:
A list of all soft-deleted posts in your organization.
A search bar to find specific deleted posts by caption text.
Each post shows its original status, target accounts, platforms, who created it, who deleted it, and how many days remain before permanent deletion.
Posts are automatically permanently deleted after 30 days.
Restoring Posts
To bring a post back from the trash:
Find the post on the Trash page.
Click the Restore button next to it.
The post returns to its previous status and reappears in your posts list.
You can also restore multiple posts at once:
Use the checkboxes to select the posts you want to restore.
Click the Restore button in the bulk actions bar.
Permanent Deletion
If you want to permanently remove a post before the 30-day window:
On the Trash page, click the trash icon next to a post and confirm with Delete Forever.
Or select multiple posts and click Delete Forever in the bulk actions bar.
To remove everything at once, click Empty Trash at the top of the page.
Permanent deletion cannot be undone. All post versions, approval history, and publishing logs are removed.
Tips
Version tracking -- Each time you save edits, the post's version number increments. You can see the current version on the post detail page.
Activity history -- The side panel tracks all changes, approvals, and publishing events so you always have a full audit trail.
Keyboard shortcut on mobile -- Use the floating action button to quickly access the details panel or editing form without scrolling.