Detailed Workflows in the WebCMS

These are the possible workflow states your content can be in. Being able to move your content from one state to another depends on your Roles in the WebCMS

On this page:

Draft
Draft, needs review
Draft, approved
Published
Published, expiring within 3 weeks
Published, expiring within 1 week
Unpublished

Draft

Draft is the default state for all new content and revisions. When you're in the Draft state, you can perform one of the following actions:

Draft, needs review: your content will enter the Draft, needs review state.
Draft approved: your content will enter the Draft, approved state.
Published: your content will enter the Published state.
- This event immediately publishes the revision, bypassing all other workflow steps.

Draft, needs review

The draft has been completed and is ready for review. From this state, the revision can be approved or returned to the draft author for further edits. When you're in the Draft, needs review state, you can perform one of the following actions:

Draft approved: your content will enter the Draft, approved state.
Draft: your content will enter the Draft state.
Published: your content will enter the Published state.

What happens when my content goes into the Draft, needs review state?

All approvers in the web area are notified by email. If an approver never approves the page, it will never be published.

Draft, approved

After content review, approvers select draft approved. The draft is now approved. This state refers to content that is not yet published, but ready to be published. This state is most often used when you want to set a specific time/date for the system to publish your content automatically. If the publish date has been set, the revision will sit in this state until the publish date, at which point it will be automatically published by the system. Otherwise, you need to explicitly publish the content.

When you're in the Draft, approved state, you can perform one of the following actions:

Draft: your content will enter the Draft state.
Published: your content will enter the Published state.

What happens when my content goes into the Draft, approved state?

All Editors and Webmasters in the web area are notified by email that content has been approved.
If you set a publish date, it must be in this approved state to automatically publish at the preset date and time.
Draft, approved content are shown in the Pending Actions table on the Dashboard home page.

Published

This state is the standard published workflow state. Only one revision at a time can be published; the published revision is also considered the current revision. When entering this state, the previously active revision is automatically transitioned to the unpublished state. Published content is visible to the public.

When you're in the Published state, you can perform one of the following actions:

Published needs review: your content will enter the Published, needs review.
- This event can also be triggered automatically, when the review date is reached.
Unpublish: your content will enter the Unpublished state.
- This event is triggered manually or when another revision is published.

What happens when my content goes into the Published state?

The review deadline date (DC.date.reviewed) is set. This date is calculated based on the DC.type value you select. Three weeks before this review deadline, if you do not update your content, it will transition into the Published, needs review state.

If a sunset date has been set, then your content will be unpublished on that date.

Published, expiring within 3 weeks

Three weeks before a page's review deadline, if you've never updated your content, it will be automatically transitioned to this state. It remains published, but is flagged for review. Published, needs review content is visible to the public.

When you're in the Published, needs review state, you can perform one of the following actions:

Draft: your content will re-enter the Draft state and will no longer be flagged for review.
Published: Scheduled for expiration: your content will go into the Published: Scheduled for Expiration state. It will unpublish at the expiration date.
Unpublish: your content will enter the Unpublished state. Note: You also can manually put your content to this state whenever you believe content should be unpublished

What happens when my content goes into the Published, expiring within 3 weeks state?

This event is three weeks before the actual expiration date. Three weeks prior to the actual expiration date, an email will be sent to all web area Editors and Webmasters.

Published, needs review content is shown in the Pending Actions table on the Dashboard.

One week before the review deadline, if you do not update your content, it will transition into the Published, scheduled for expiration state.

Published, expiring within 1 week

This state represents the last chance to approve an expiring revision. Any content in this state will be listed in the Scheduled for Unpublishing on the CONTENT tab. Published, expiring within 1 week content is visible to the public.

When you're in the Published, expiring within week state, you can perform one of the following actions:

Draft: your content will enter the Draft state.
Published: your content will enter the Published state.
Unpublish: your content will enter the Unpublished state.
- This event is triggered automatically when the revision’s review deadline arrives.

What happens when my content goes into the Published, expiring within 1 week state?

The current revision author (the last person who edited and saved the page), the Editor-in-chief, all editors of the web area, and anyone who has opted in will be notified by email that the content is about to expire. This state can be automatically entered for content that is due for review in one week.

Published, scheduled for expiration content are shown in the Pending Actions table on the Dashboard.

One day before the review deadline, another email will be sent to the same recipients.

Published, expiring within 1 day

When a page is moved to this stage, everyone in the web area group will be notified. If it expires, OWC will be contacting you to determine if it was deliberate. When this day is over with no action, the content will be removed from the public site.

Draft - Content is removed from the site and returned to draft content.
Published - content is published to the site with a new expiration date set.
Unpublished - content is removed from the site and flagged with the status of unpublished.

Unpublished

This state represents content that has been unpublished. If this is also the current revision, your content will be unavailable to the public.

When you're in the Unpublished state, you can perform one of the following actions:

Go to latest revision and select published: your content will enter the Published state.
- There will occasionally be the need to use an unpublished node. Go to the Revisions page and select Revert. The page is copied as the latest revision. At that point you can go to the latest revision, look for the title and publish the page.
Make updates: your content will enter the Draft state.
- This event starts the workflow over for this revision. You will make a new revision for each edit and save of content. There will be a lot of revisions that are never published.

What happens when my content goes into the Unpublished state?

If the previous state of this revision was Published, scheduled for expiration, then the current revision author (the last person who edited and saved the page), the Editor-in-chief, all editors of the web area, and anyone who has opted in will be notified by email that the content has just been unpublished.