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Draft items

Creating a draft of an item allows us 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, we can choose to either publish the item, or discard the changes by cancelling the draft. We 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

We can directly create a draft of any non-workflowed items.


Working 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 the 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 the item will appear in the item views. We can edit and save drafts multiple times before submitting the draft to the next stage in the workflow.

Use following buttons to work with items during a workflow.

Actions Function Item Access Role access to library resources
More Actions > 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.
More Actions > 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.
More Actions > 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.
More Actions > Next Stage Approve an item and send it to the next stage in a workflow. Approver access. Contributor access or higher to the item type.
More Actions > 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.

Approvers access on workflow stages where approvers have been granted access to the previous stage button.

Contributor access or higher to the item type.
More Actions > Process now Manually processes an item if its status is pending. All actions in the stage are processed. Administrator access Not required.
Submit for review Used to move a draft item into a draft stage for approval. Approver access. Contributor access or higher to the item type.
Publish Used to move a draft item into a stage with a publish action. Approver access. Contributor access or higher to the item type.

Disable multiple drafts:

When creating a workflow we can choose to disable the creation of multiple drafts for any item using that workflow. This allows us to assign a workflow to items where you only want to manage one change at a time.


Work with draft items in a project

We use draft items within a project in the same way we 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 the 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 the item will appear in the item views.


Manage drafts

There are various ways we can manage the draft items:


Parent: Item status