Episerver has sophisticated support for advanced management of content creation and publishing involving multiple editors. The draft concept is central, ensuring that work-in-progress is never externally exposed until it is actively published. The publishing options you see depend on the content status and your access rights. Available actions, content status and notifications are indicated in the status bar at the top.
Publishing involves steps from creating a draft to publishing the final version, and managing versions. The steps apply to different types of content such as pages, blocks and media, or products if you have Episerver Commerce installed on your website.
You can watch the following demonstration video, Video: Publishing content. (4:18 minutes)
For information on how you can control the publishing process by using content approvals, project or access rights, see Controlling the publishing process.
When you create or update content, you can perform a number of actions to create drafts, undo changes, set content ready for review, publish directly or schedule publishing at a later stage, and so on.
Whenever you create new content or edit existing content, a draft version is automatically created. This is not publicly available on the website until actively published. Changes to content properties are immediately autosaved by the system. Versioning is not used for drafts, which means that you and other editors can work on the same draft over time but you still will have only one version of the draft.
You can manually create a draft from a previously published version or from a version that is scheduled for publishing at a later time. This is done from the Options menu.
While editing, clicking the Undo option in the page information area lets you undo changes to content that was previously autosaved.
- Select Undo to discard the changes done since the last autosave.
You can only undo changes you have made during the current editing session. As soon as you move to another page, close the browser, log out, and so on, the history of actions that can be undone is emptied.
- Select Redo if you discarded your changes through Undo and want to take them back again.
- Select Revert to Published to take back the latest published version, if the content was previously published.
You can preview content appearance using the Preview mode option in the top toolbar. You can also preview content by language, visitor group or display channel if these are used on your website; see Previewing.
You also can compare different content versions by using the Compare version option in the top toolbar; see Comparing versions.
When done editing, click Publish? at the top and then Publish (or Publish Changes, if you are editing previously published content). The content is immediately published and publicly available on the website, provided that no access restrictions apply. Click View on website to view the content as it appears on the website.
You can also republish on older version of a page, see section Managing versions for more information.
If you do not have publishing access rights, or if you want your changes to be approved by someone else before publishing, use the Ready to Publish option to mark the content as ready for approval and publishing. Withdraw and Edit lets you take back content for further editing after sent for approval.
If your site has been set up to use content approvals, your content may have to be approved by one or more approvers before it can be published. In that case, you do not have the Publish? option, and you have to set the content to Ready for Review when you are done. Doing this starts the approval sequence. When all approvers have approved the content, you are notified and you can publish the content or schedule it for late publishing. See section Content approvals (Beta) for more information.
If you have publishing access rights, you can approve and publish changes for content with the status Ready to publish. You also can decide to reject the changes, in which case the content version status is set to Rejected. This does not mean that the latest changes disappear, only that you need to edit the content again before it can be ready for publishing. You can monitor content status and related tasks under Tasks in edit view.
If you have publishing access rights, you can schedule the publishing to occur at a later occasion. Select the Schedule for Publish option, and set the date and time when you want the content (new or updated) to be published. This applies to both newly created content, and changes to existing content.
Content that is scheduled for publishing, is locked for editing. Select the Remove Scheduling and Edit option to interrupt the scheduled publishing and continue editing the selected version.
Selecting New Draft from Here creates a new draft, based on the scheduled version, which is still published at the scheduled time. You can continue working on the new draft, and apply publishing actions for this, as desired. An advanced scenario would be to apply multiple publishing occasions for different versions of a campaign page, having them replace each other in a desired order.
If you need to backtrack and use an older version of a page or if you are managing multiple language versions, there are a number of tasks you can perform from the version list by using the More options button found at the bottom of the version list. Click the column headers to sort the version list according to language, status and more.
You need to add the versions gadget to the left or right panel to see the version list.
Content can have the following status in the version list:
- Draft. Content that is a work-in-progress and is not yet subject to any publishing actions.
- Published. The most recently published version and the one publicly displayed. Only one published version can exist.
- In review. Content must be approved before it can be published. For more information, see Content approvals (Beta).
- Previously Published. One or more versions that were published before the latest published version.
- Ready to Publish. Content awaiting approval and publishing.
- Rejected. The content has been set as Ready for Review or Ready to Publish and an approver has rejected the content. You can edit and update the rejected content and then set it to Ready for Review or Ready to Publish again.
- Delayed Publish. Content scheduled to be published at a specified time.
- Expired. Content where a stop publish date and time is set and passed.
You can define the number of stored content versions in the administration view. The default setting is 20.
Versioning works differently if you are working with projects. For a more detailed description on how Episerver handles versioning in projects, see Versioning when working in projects.
The primary draft is the draft presented in edit view, when accessing the content. Multiple drafts may exist, by default the latest saved edited version is the primary draft.
Use the Set as Primary Draft option in the version list to make another draft the primary one.
A content item that is not published can have only one draft. You can create multiple drafts from published versions, each draft is editable individually and you can schedule for publishing at different times. There are no versioning of drafts so there is always only one version of each draft.
The content version selected in the version list is loaded into the editing area, from where you can edit the content or perform other available publishing actions.
Select the Delete Version option to delete a version. Content versions are not supported by trash management. So, when you delete a version in the versions gadget, the version is permanently deleted.
The version with status Published cannot be deleted, to do this another version needs to be published first. Deleting content versions cannot be undone. You can disable the ability to delete versions in the administration view.
To republish a previously published version, select the desired version and select Republish from the publishing options. When you republish content, for traceability reasons, a new version with a new timestamp is created, even if no changes were made.
Unpublished content in Episerver CMS is content that has not yet been published or content that you for some reason do not want publicly visible on the website.
There is no Unpublishing option in the user interface; instead, you have the following options to hide published content from being publicly visible on your website:
- Set the content item to expired if you want to keep it for reference or future use.
- Remove the 'Everyone' access rights to it.
- Delete the content item if you do not want to keep it.
Setting expiration of content
Normally, web content never expires, but you can set pages and blocks to expire at a certain time in the future or immediately. Expired content is not displayed on the website but remains in Episerver CMS. You can remove the expiration from the content to make it appear on the website again.
Setting an expiration time is done in the All Properties editing view by selecting Tools > Manage Expiration and Archiving. Select Now if you want expiration to apply immediately.
Episerver has a built-in archiving feature where pages with a set stop publish time are automatically moved to a defined archive branch when the time has passed. For example, this is useful if you have news pages in a listing where you want to remove old news from the listing, but still keep the pages. Archiving expired content occurs in the Manage Expiration and Archiving dialog box by selecting the page branch to which you want to move the expired page.
As soon as you start to edit content, the content is marked as currently being edited notifying other editors to avoid version conflicts.
Even if content is marked as being edited, another editor can select the Edit Anyway option, and continue working with the draft.
The currently being edited markup setting is automatically cleared after some time. To keep this setting, you can set a permanently being edited markup through the All Properties editing view by selecting Tools > Permanently Mark as Being Edited. This setting remains until manually disabled (toggle the setting to disable).
Content Collaboration is an add-on extending the content creation and publishing process with real-time collaboration capacities. Using notifications and comments, editors can work with content items in real-time mode, providing instant feedback.