User Guide

Managing a page or content item that is Awaiting approval

If you are responsible for approving content items and pages, you must open and approve items that are in status Awaiting approval or Awaiting approval (newer than published). Use this procedure to manage pages and content item in these statuses.

PREREQUISITES: To have a content item or page in status Awaiting approval or Awaiting approval (newer than published) you must use Approval before publishing or 2 levels of approval before publishing type of workflow. To open such an item in editing mode you must be assigned as approver in Approval before publishing type of workflow or as first level of approver in 2 levels of approval before publishing type of workflow. For more information, see Workflows.

Depending on the workflow type that is active, the system will display different options for setting the status:

Workflow type Procedure
Approval before publishing When you open a content item or page, which is in status Awaiting approval or Awaiting approval (newer than published), perform one of the following:
  1. Make changes to the content item if required.
    For more information, see the respective procedure in Using the content modules or Editing a page.
  2. Select one of the following:
    • Publish
      The content item or page is assigned status Published.

      NOTE: If you are working in multilingual mode and you publish a translation of a content item, all translations of that item are published, regardless of their current status.

    • Reject
      A window appears where you can enter reasons for rejecting the content item or page.
      When you click Reject publishing, the system returns the content item or page for editing on the previous level. All users with the proper permissions can edit the item.
      The content item or page is assigned status Rejected.
    • More actions
      From the dropdown box, select one of the following:
      • Save as Awaiting approval
        Use this function if you have not finished approving the item and you want to keep its status.

        The content item or page is assigned status Awaiting approval.

      • Publish/Unpublish on Specific Date
        A window opens, where you use the Publication date or Date to Unpublish input fields to schedule a publishing and expiration (if any) date and time for the content item or page.
        When you select the dates, click Schedule.

        The content item or page is assigned status Scheduled.

        NOTE: You can also set a publication date in the past. If you do this the item is assigned status Published.

      • Delete
        A dialog box appears where you must confirm the deletion.
2 levels of approval before publishing When you open a content item or page, which is in status Awaiting approval or Awaiting approval (newer than published), perform one of the following:
  1. Make changes to the content item if required.
    For more information, see the respective procedure in Using the content modules or Editing a page.
  2. Select one of the following:
    • Send for Publishing
      The content item or page is assigned status Awaiting publishing.

      IMPORTANT: If you are not assigned as second level of approver in 2 levels of approval before publishing type of workflow, you are not able to open an item after it is sent for publishing.

      For more information, see Managing a page or content item that is Awaiting publishing.

    • Reject
      A window appears where you can enter reasons for rejecting the content item or page.
      When you click Reject publishing, the system returns the content item or page for editing on the previous level. All users with the proper permissions can edit the item.
      The content item or page is assigned status Rejected.
    • More actions
      From the dropdown box, select one of the following:
      • Save as Awaiting approval
        Use this function if you have not finished approving the item and you want to keep its status.

        The content item or page is assigned status Awaiting approval.

      • Delete
        A dialog box appears where you must confirm the deletion.

NOTE: If you have opened for editing a content item or page that has status Published or has an older published version, the system displays (newer than published) after the status of the content item or page. For more information, see Types of statuses.

For more information, see Workflows.

The following flowchart displays all available steps when you have opened for editing a content item or page in status Awaiting approval:

enlarge screenshot

For more information about the statuses of a content item, see Types of statuses.

Related topics:

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