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Manage pages and content items in status Published

Use this procedure to manage the status content items or pages in status Published. Everyone, who has permission to modify content items, can open an item that is Published.

Users who have the right to publish content items

PREREQUISITES: To manage the status of a content item or page in status Published, you must have the right to publish content items or pages.

When you open a content item in status Published, after finished editing it, you can perform the following actions, regardless of the type of workflow you are using:

  • Publish
    The content item or page is assigned status Published.
  • More actions
    From the dropdown box, select one of the following:
    • Save as Draft
      The content item or page is assigned status Draft (newer than published).

      When you open a published version and save it as draft, the already published content item or page remains published on the webpage, only a draft of it that can be edited is created. For more information about the currently published version, see Revision history for content items and Revision history of pages.

      NOTE: If you are using the standard workflow type, there is a separate button in the toolbar for this function.

    • Publish/Unpublish on Specific Date
      A window opens, where you use the Publication date or Date to Unpublish input fields to schedule a publishing and expiration (if any) date and time for the content item or page.
      When you select the dates, click Schedule.

      The content item or page is assigned status Scheduled (newer than published).

      NOTE: You can also set a publication date in the past. If you do this the item is assigned status Published.

      NOTE: You cannot schedule a form.

    • Unpublish
      The content item or page is assigned status Unpublished.
    • Delete
      A dialog box appears where you must confirm the deletion.

Users who do not have the right to publish content items

If you are not assigned as approver in Approval before publishing type of workflow or as first level of approver in 2 levels of approval before publishing type of workflow, you can still open a Published content item. You can edit the content item and save it as draft. This way, the Published version of the content item remains published. By saving a content item as draft, you create another version of the content item that is draft and can be edited. The content item enters the workflow from the beginning.

NOTE: Workflows do not apply on forms and you do not need special right to unpublish a form. To do this, on Forms page click the Actions link of the respective form and from the dropdown list, click Unpublish.

The following flowchart displays all available steps when you have opened for editing a content item or page in status Published:

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