Work with draft items
Creating a draft of an item allows you to work on changes to that item without changing the published version of the item. Draft items can either be stand-alone items, or form part of a workflow. Once the changes are completed, you can choose to either publish the item, or discard the changes by cancelling the draft. You can create multiple drafts of a single item.
Draft items are only displayed in the Authoring Portlet and are not rendered within the published website.
Work with draft items not using a workflow
You can directly create a draft of any non-workflowed items.
Create a draft item
To create a new draft item:
- open a non-workflowed published item in edit mode and click Save as Draft. This will create a draft copy of the published item without removing the published item from the live site.
- open a non-workflowed published item in read mode and click Create Draft. This will create 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. You cannot change an item to draft if it is being referenced by any other items.
Saving a draft item
Once the draft has been created:
- to save the draft item, click Save, Save and Close or Save and Read.
- to publish the draft item, click Save and publish.
Once saved, draft item will be displayed along side other items in item views but will be displayed with a status of draft. If you have created a draft of a previously published item, both the draft and published versions of item will appear in item views. You can edit and save drafts multiple times before publishing changes.
Publish a draft item
Any changes made to a draft item will not appear in the live site until you publish the draft item. When draft is ready to publish you can either:
- select an item in a view and click Publish item.
- open an item in read-mode and click Publish item.
- open an item in edit-mode and click Save and publish.
Canceling a draft
Cancelling a draft is essentially the same as deleting a draft as all the changes made to the item are discarded. To cancel a draft open a draft item and click Cancel draft. You need editor access or above to cancel a draft of items not using a workflow.
Work with draft items in a workflow
Within a workflow, items have a status of draft until they enter a workflow stage where a publish action is executed. Draft items in a workflow are displayed along side other items in item views but are displayed with a status of draft. If you have created a draft of a previously published item, both the draft and published versions of item will appear in item views. You can edit and save drafts multiple times before submitting draft to the next stage in the workflow.
You use the following buttons to work with items during a workflow.
Table 1. Approving and declining access controls
| 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.
| Approver or administrator.
| Contributor access or higher to the item type.
|
| Cancel draft
| This removes a draft item from a workflow altogether. This displays only after an item has been published and a new draft has been created.
| Manager access or higher.
| Contributor access or higher to the item type.
|
| Decline
| Used when an item is rejected during a workflow. Executes any actions defined in the reject stage, and then sends the item back to the first stage of a workflow.
| Approver access.
| Contributor access or higher to the item type.
|
| Next Stage
| Used to approve an item and send it to the next stage in a workflow.
| Approver 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. 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.
| Manager access or higher, or on workflow stages that have been configured to enable approvers 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. |
Disable multiple drafts:
When creating a workflow you can choose to disable the creation of multiple drafts for any item using that workflow. This allows you to assign a workflow to items where you only want to manage one change at a time.
Work with draft items in a project
You use draft items within a project in the same way you use drafts outside of a project, regardless of whether the draft item is participating in a workflow, or not participating in a workflow. The only difference being that when the draft is ready to be published, it will remain in a pending state until all items in the project are ready to be published. Draft items in a project are displayed alongside other items in item views, but are displayed with a status of draft. If you have created a draft of a previously published item, both the draft and published versions of item will appear in item views.
Manage drafts
There are various ways you can manage draft items:
- If viewing a published item with only one draft item, you can view the draft item by clicking Go to draft.
- When viewing a draft item, you can open the published version of an item by clicking Go to published.
- If a published item has more than one draft, the Manage Drafts button is displayed on both the published and draft versions of an item. You click Manage Drafts to view a list of drafts for the current item. All drafts are displayed, but you can only read, edit and cancel drafts that you have sufficient access to.
Parent Manage items
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