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, an author may want to save as a draft and work over several versions before making it available to its final audience. Similarly there might be an approval process before it is published. Once published there might be new updates that need to be approved and their 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, simply 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 entered 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 there content will appear in the public lists of content and appear in search results (for people with access to it).
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 then once that date is reached, the content will enter an "Expired" state. There is an option on each content 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, then it requires approval before publication. You can track your workflow versions before approval, view version history, compare versions, and restore previous versions.
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, as well as those who have 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
Workflows
Space Workflow
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