Depending on your settings and the choices of content authors and moderators, content passes through a variety of different states over its lifetime. This state of the content will determine who has access to view it. For example, instead of directly publishing content, an author may want to save a draft and work over several versions before making it available to its final audience. Similarly, there might be an approval process before the content is published. Once published, there might be new updates that need to be approved, and there might even be an expiration date after which the content is no longer available.
Draft Selecting "Save as Draft" button saves the current page state as a draft. This action checks in the page as a minor version, transitioning it to a "shared" draft accessible to users with edit permissions. To advance from Draft, click the "Save and Publish" button from the Edit page.
Pending Approval If you've set up a Workflow approval process for the content type in its space, before it is published it must be approved by someone in each step's role. Until approved, the content will be in the "Pending Workflow" state.
Delayed Publishing If a content creator sets a future date for publishing, then when draft and approvals are completed the content will enter a delayed publishing state until the time for publishing is reached.
Published Once saved for publishing (and approved if required), the content will enter a Published state. This is the first point when the content will appear in the public lists of content and appear in search results (for people with access to it).
Draft After Publishing After content has been published, it can be edited and saved as a draft. This allows content creators to continue refining and modifying content even after it has been made live.
Updates Pending Approval If the content type and space have an approval process when the content is edited (or a new language version is created) that new version will be pending workflow while the main content remains published.
Expired If an expiration date is set, the content will enter an "Expired" state once the date is reached. When editing, there is an option that determines whether the content continues to be available after expiration (with a warning at the top that it is expired) or not. Learn more
Before publishing, you can review and compare previous versions of drafts, and workflows, with each modification automatically creating a new version, making it easy to track changes and restore earlier iterations if needed. When content is in draft status or awaiting approval, each version is assigned a decimal number (e.g., 0.1, 0.2) to signify its status as a work-in-progress. Supported content types include articles, blogs, files, ideas, and wikis.
To see the history, click on the gear icon > Version History
Here you will see the list of all of the different versions.
To compare the versions, check the two versions you'd like to compare.
Click Compare checked versions.
Now you are in compare mode. The green highlighted text is new text that has been added. Red highlighted text has been removed.
If the content is set in a workflow, it requires approval before publication. You can track your workflow versions before approval, view version history, compare versions, and restore previous versions.
Note: Unapproved versions of content are accessible to users with "Update All" permissions and authors with "Update" permissions, enabling more comprehensive content review and collaboration.
To see the history of a workflow pending approval, click on the gear icon > Version History.
You'll find the list of all the different versions displayed below.
To compare the versions, check the two versions you'd like to compare, and click Compare checked versions.
Once the draft content has been reviewed and approved, it is ready to be published. Publishing makes the content available for viewing, commenting, and editing by users with appropriate permissions and those with access to the space. After the content is published, the last pre-published version transitions to Version 1, marking its official release.
Following publication, only edits to the current published version will be visible, accessible only to those with permission to view them.
Learn more
After content has been published, you can make edits and save these changes as drafts. If the content is set in a workflow, you can make and save multiple edits to the working draft without moving it to the next workflow stage.
A notification will appear at the top of the page if a draft version is available. This notification is only visible to editors (those with permission to view and edit the draft) and indicates that a draft version of the content is being worked on, along with the editor's name. All users, including non-editors, will see only the current published version with all publicly visible details, not the draft.
By clicking 'Latest Draft,' editors can access the newest draft version to make edits or review changes. Edits to the draft do not impact the published version, which remains visible.
You can compare drafts with published versions to review changes and, if needed, roll back to the preferred draft version before publishing.
Each draft saved after publishing will be assigned a decimal number (e.g., 1.1, 1.2) to indicate its sequence in relation to the published version. After the content is published, the last pre-published version transitions to Version 1, marking its official release.
You can remove drafts at any time by navigating to Edit > Delete Draft. Once confirmed, the draft will be permanently deleted.
Once a piece of content has been approved and published, any subsequent updates will initiate a new approval process. This ensures that all changes are reviewed before they become visible to the audience.
Note: Content awaiting approval is accessible to the original author, users with "Update All" permissions, and those in the next approval role. Only moderators or individuals responsible for approving the content receive notifications, ensuring they are informed of pending updates awaiting their review.
Accessing the updated content provides the option to view the published version or review the pending workflow list for approval of the changes.
Workflows
Space Workflow
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