Review and publication
Each content type uses either permissive workflow or Require editorial approval. An administrator chooses the policy in Content Designer.
Responsibilities
| Role | Workflow responsibility |
|---|---|
| Content creator | Write drafts and submit for review |
| Approver | Approve or return content for changes |
| Publisher | Publish approved content and withdraw publications |
| Managing editor | Combine review and publishing duties |
| Administrator | Manage the system, including explicit emergency actions |
These responsibilities do not automatically grant access to every type. Non-administrators also need effective Edit access to the content.
Strict editorial approval
- The author saves and submits a draft for review.
- A different reviewer approves the exact revision, or returns it with a required comment.
- A publisher publishes the latest approved revision.
Authors cannot approve their own revisions, including administrators. A managing editor can approve someone else's content and then publish it.
Approval belongs to the exact revision under the current policy. Editing or restoring history creates an unapproved draft. Publishing an older approved revision after a newer draft is saved is rejected. Existing live content remains available during review.
When content is returned, read the comment, revise, save, and submit again. Refresh if content or policy changed during your review.
Permissive workflow
Use the transitions offered to your role without the strict approval sequence. Publication still validates completeness, references, language, and permissions. Autosave and Save draft never publish.
Unpublish
Open the entry in the intended language and choose Unpublish when available. Confirm the live revision, which can differ from the draft being edited.
Withdrawal removes that language's published pointer but preserves history, newer drafts, and other languages. If the publication changed during confirmation, refresh and confirm the current target.
Emergency actions and policy changes
Administrators can use Emergency publish with a recorded reason. It bypasses approval but still validates content and access. Reasons appear in review activity and Audit Log.
Changing workflow policy requires confirmation. Enabling strict approval resets pending unpublished review/approved revisions to draft while preserving live publications. Prior approvals do not automatically become valid under a new policy.