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Landing pages have different statuses, which impact who can see and interact with these pages. Additionally, you will have different publishing abilities depending on your role in your site:
Content Manager - Drafts and publishes page updates; cannot approve content submitted for review.
Editor - Drafts changes and submits them for review by an approver.
Approver - Reviews and publishes content submitted by an editor; cannot draft page changes.
Current page status | Content Managers can change it to… | Editors can change it to… | Approvers can change it to… | Publicly visible |
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Draft |
|
| n/a | No |
Review |
| n/a | No |
Published |
|
| Yes | |
Archived |
No
You will have different publishing abilities depending on your role in your site. The main roles are:
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Content Manager - Drafts and publishes page updates; cannot approve content submitted for review.
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Editor - Drafts changes and submits them for review by an approver.
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| No |
*Changing a published page to draft creates a second version of the page where you can draft updates while leaving the previously published version visible to the public. To remove a published page from public view, you must change the status to archived.
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You will have different permissions What is workflow?Workflow is a way for sites to have an approval process when adding or updating website content. All sites have workflow, however it only directly impacts sites with editor/approver roles. Sites with all content managers won't notice workflow so much. Common use cases for sites with editor/approver roles are:
Roles and what they can doAn editor can only be an editor. However, if an approver needs to also draft new content, they can be a content manager AND approver. In a site with editor/approver roles:
Sites without these roles have only content managers who can both draft and publish. Content states and what they meanWhen drafting new content, you can select which state you want the content to be in. This generally only applies to Landing Pages, but could apply to other content types in the future. Not every role has access to all the states; what they have access to is dependent on what they can do within their role:
*When a page is in Review, the editor cannot edit it; it must be rejected by an approver first. Workflow for Content ManagersContent managers can edit and publish pages as needed. Common ScenariosYou're ready to publish a page that's in "Draft"You've been working on a page and are ready to publish it (or publish the changes you made to it). Fix: Change the moderation state to "Published". A published page needs updatingYou were reviewing the site and came to the determination that one of the published pages needs updates. Fix: Change the page's moderation state to "Draft" and make the needed changes. This will not affect the published page until the updates are published. When you're ready for that to happen, change the moderation state to "Published" and the new version will replace the original. Workflow for EditorsWhen working on content, it will always change to the "Draft" moderation state. If the page is already published, the "Draft" version can be edited while the last published version is still live to the public. That way you can make updates and get them approved without impacting your site visitors. Common ScenariosYou have content ready for reviewYou've edited a page and are ready for your approver to publish it. It's in the "Review" state. Fix: Tell your publisher in person or over phone/email that you have a page ready for approval. There is no automated notification. Your approver said they don't have the ability to publish a page you editedYou drafted changes to a page and told your approver it's ready. But they said the system isn't giving them the option to publish it. Fix: Check the moderation state. If it's in "Draft" your approver cannot publish the page. Change the moderation state to "Review", then ask your approver to check again. Your approver told you a page you submitted for review needs more updatesYou submitted a page to your approver already, but they came back and said it needs more updates. Fix: If it's still in the "Review" moderation state, change it to "Draft" and make the updates. If it's already in the "Draft" moderation state, go ahead and make the updates. When done, change the state back to "Review" and notify your approver. A published page needs updatingEither you or your approver was reviewing the site and came to the determination that one of the published pages needs updates. Fix: Change the page's moderation state to "Draft" and make the needed changes. This will not affect the published page until the updates are published by your approver. When you're ready for that to happen, change the moderation state to "Review" and tell your approver it's ready. Workflow for ApproversApprovers can only work with content when they're in the "Review" moderation state. You can see content and it's moderation state by going to "Content" then clicking on "Moderated Content" (just above the content filtering options on the page). You can only publish pages with a moderation state of "Review". Common ScenariosYou need to approve content that's still in "Draft"Your editor has drafted changes to a page and said it's ready for your approval, but the moderation state is still "Draft". So you don't have the ability to publish the page. Fix: Talk to your editor (in person or through phone/email) and ask them to change the workflow state to "Review". You need to approve content that's in "Review"Your editor has drafted changes to a page and said it's ready for your approval. The page looks good so you need to publish it. Fix: When looking at the page (while logged in to the site) there is a dropdown under "Change to". Select "Published" and click "Apply". The updates your editor made require revisions before publishingYour editor has drafted changes to a page and said it's ready for your approval. It's in the "Review" moderation state. The page needs a few updates, though, before publishing. Fix: When looking at the page (while logged in to the site) there is a dropdown under "Change to". Select "Draft" and click "Apply". Let your editor know they have changes to make; there is no automated notification. A published page needs updatingYou were reviewing your site and realized there's a page that needs updates. Fix: Tell your editor about the needed updates so they can make them. You will need to approve the changes after the updates are made. |
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After a page has been saved, you can "clone" it to copy the page. This is helpful if you like the basic style of the page you just made, and want to reuse the same blocks (with new content, of course). To clone a page, select "Clone" to the right of the "Edit" tab for a page. The page it takes you to will look identical to your current page. However, when you save it, it will be a new copy. As such make sure to change the page title before clicking save. |
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What are templates?Sometimes it’s challenging to look at a blank page and think about what blocks you want to use. Might even feel overwhelming. As such, you have templates available to use as starting points for your pages. These templates can be modified (adding and removing blocks) to customize, or be used as is. Once a template has been copied, anyone with edit access to your site can edit and update the copied template. The copy of the template can be found on the Content page. You can use the Training Site to see each template in action. Using a templateEditors and content managers can clone a template to make a functional copy for use. They can clone as many as they like, as many times as they like, and anyone can use the cloned copies. To clone a template:
*You can also make modifications to the page now, or after saving. The new page is the same as any other Landing Page you create. The only difference is it has pre-selected blocks you can remove or add to. Do remember, the content in these blocks needs to be updated; you do not want placeholder text and images on your pages. |