Workflow: The Draft to Approval Process
Editing Content and Submitting for Approval
Editing and Submitting in a Nutshell
- Check out content for editing
- Make edits/ add content
- Save content
3b. (optional) Check-in content to unlock for other contributors
- Submit for approval
Note: All information given is from the perspective of a content contributor unless otherwise indicated.
Step One: The Check Out Process
The Review tab: The review tab is part of the menu ribbon that appears at the top of the window in the Content Editor. All of the commands you will need for the editing and submission process can be found in this tab.
All content pages must first be checked out before a user has access to edit them. This can be done by clicking the 'Lock and Edit' link in the Content window or by accessing the Review tab from the menu ribbon at the top of the page and clicking 'Edit'.
Step Two: Editing
Once you have checked out a file for editing it enters the draft state and any changes you make will not be reflected on the published page until those changes have been approved by the Site Manager.
A reminder will appear at the top of the Content window to reflect the current workflow state.
Once you have finished editing your page remember to save your changes. You will be prompted with a reminder to save if you attempt any other action.
Previewing Changes during the editing process
If at any time you would like to preview your changes during the editing process selecting the Display button from the Review tab will give you a preview of your item in the draft state.
Final Step: Submitting for Approval
Once you have saved your changes you are ready to submit your changes to the Site Manager for approval. The ribbon at the top of the editor, when the 'Review' tab is selected, shows a 'Submit for review' option. When you are satisfied that the content is complete and ready for publication, select the 'Submit for review' button.
You will have the option to add comments for your Site Manager with the submission. Click 'Ok' when you're done.
The content is now in the Awaiting Approval state and ready for review and approval by the Site Manager and the 'Submit for review' option has now disappeared from the Review tab to reflect this state. The Site Manager has the option of rejecting the content, which sends it back to the Draft state, or approving the content, which pushes it into publication.
Note for Site Managers: Site Managers have the option of one step approval, allowing you to publish as soon as you have completed editing your content.
Additional Information: The Check In Process
Checking out a page locks it to all other users while you edit the page. If for any reason you would like to release a page for editing to other site contributors before submitting for approval you will have to 'check in' that content. Note: Pages that are submitted for review to a Site Manager will automatically be checked in and available again to site contributors for editing.
To check in a page and unlock it for other users, access the Review tab from the menu ribbon at the top of the page. You can either click 'Check In' to unlock the currently selected page or you can click My Items to get a complete list of all pages currently checked out to you.
There you have the option to unlock a single page or all pages currently checked out to you.