Work with published items

Work with published items

Items are not visible on a website until they are published. Once published, an item can be expired, or returned to a draft state.

Work with published items not using a workflow

To create a new draft item:

open a non-workflowed published item in edit mode and click Save as Draft. This creates a draft copy of the published item without removing the published item from the live site.

open a non-workflowed published item and click Change to Draft. This will change the state of the item from "published" to "draft" and the item will no longer be visible on the live site.

Work with published items using a workflow

Use the following buttons to work with items during a workflow. This table assumes contributor access or higher has been set on the library.

Actions Function Item Access Role access to library resources
Approve When joint approval is set, button is used to approve an item in the All Items and My Items views. Reviewer or administrator. Contributor access or higher to the item type.
Create draft Creates a draft copy of a published item. The published item is locked on the rendered site, while a copy of the item is sent through a workflow. Once the draft item has been approved for publishing, it replaces the published item. Manager access or higher, or Draft Creator access. Editor access or higher to the item type.
Next Stage Approve an item and send it to the next stage in a workflow. Reviewer access. Contributor access or higher to the item type.
Previous Stage The previous stage button returns an item to the stage previous to the current stage.

If the current stage contains a publish action, the item status will revert to draft when returned to the previous stage. The published version is removed and is no longer visible on the live site.

When an item is moved to the previous stage, the entry workflow actions on the previous stage are executed, but the exit workflow actions on the current stage are not.

The previous stage button is not enabled:

on published items that have children.

on published items where a draft already exists.

Manager access or higher, or on workflow stages that have been configured to enable Reviewers access to the previous stage button. Contributor access or higher to the item type.
Process now Manually processes an item if its status is pending. All actions in the stage are processed. Administrator access Not required.
Restart workflow Sends an item back to the first stage of a Workflow without activating the reject stage. The item no longer appears as published and is removed from the rendered site.
When we restart a workflow, any actions set to run on entering the first stage will not be executed.
When we restart a workflow with multiple stages, a draft item is created in the first stage. In addition to this, the item will also appear in the deleted items view so the last published version of the item can be restored. Once the draft is republished, the version in the deleted items view is removed.
Items with references cannot be restarted in the workflow. References includes link components, link elements, and embedded links in rich text or HTML fields. We need to remove these references before we can restart the workflow of the item. Use the view references dialog to see if references exist. This restriction is to prevent broken links appearing in the site.
Manager access or higher, and Draft Creator access. Manager access or higher to the library resource type.

Parent Item management features

Actions	Function	Item Access	Role access to library resources
Approve	When joint approval is set, button is used to approve an item in the All Items and My Items views.	Reviewer or administrator.	Contributor access or higher to the item type.
Create draft	Creates a draft copy of a published item. The published item is locked on the rendered site, while a copy of the item is sent through a workflow. Once the draft item has been approved for publishing, it replaces the published item.	Manager access or higher, or Draft Creator access.	Editor access or higher to the item type.
Next Stage	Approve an item and send it to the next stage in a workflow.	Reviewer access.	Contributor access or higher to the item type.
Previous Stage	The previous stage button returns an item to the stage previous to the current stage. If the current stage contains a publish action, the item status will revert to draft when returned to the previous stage. The published version is removed and is no longer visible on the live site. When an item is moved to the previous stage, the entry workflow actions on the previous stage are executed, but the exit workflow actions on the current stage are not. The previous stage button is not enabled: on published items that have children. on published items where a draft already exists.	Manager access or higher, or on workflow stages that have been configured to enable Reviewers access to the previous stage button.	Contributor access or higher to the item type.
Process now	Manually processes an item if its status is pending. All actions in the stage are processed.	Administrator access	Not required.
Restart workflow	Sends an item back to the first stage of a Workflow without activating the reject stage. The item no longer appears as published and is removed from the rendered site. When we restart a workflow, any actions set to run on entering the first stage will not be executed. When we restart a workflow with multiple stages, a draft item is created in the first stage. In addition to this, the item will also appear in the deleted items view so the last published version of the item can be restored. Once the draft is republished, the version in the deleted items view is removed. Items with references cannot be restarted in the workflow. References includes link components, link elements, and embedded links in rich text or HTML fields. We need to remove these references before we can restart the workflow of the item. Use the view references dialog to see if references exist. This restriction is to prevent broken links appearing in the site.	Manager access or higher, and Draft Creator access.	Manager access or higher to the library resource type.