Publishing Assets

Overview

Assets must be published before they can be placed on a page in OU Campus. After the asset has been placed on a page, the page is now "subscribed" to the asset, meaning the page will fetch new asset content whenever that asset is republished.

When assets are edited after creation, they must be republished by clicking the Publish button on the Asset screen, or from the list view in Content > Assets.

When an asset is published, a version will be saved to the database, and all pages containing the asset are republished using the "Last Published Version" of the page. This means that if there are changes to a page that have been made on the staging server that are not yet published, they will not be published along with the asset in order to prevent premature changes to the production server.

All pages that subscribe to the asset, including files in workflow or files checked out to other users, will be "refreshed" when the asset is published. The file will stay in workflow or checked out to the user in question, and no additional content will be made live (due to the use of "Last Published Version"), but the asset content will be updated to reflect the newly-published changes.

The Publish dialog for assets includes:

  • Final Check: The Final Check tab shows how many subscribing pages will published. The last published version the page will be used, so no new content will be published to the page; only the content of the asset will be updated. 
  • Version Description: Add a publish note to help users identify appropriate versions when making a comparison or a revert to the asset. There is a 256 character limit.
  • Schedule: A date and time can be scheduled on which to publish the asset, and can be set as a repeating event. Scheduling the asset for publish will not update the asset right away on any pages it is being used. A notification is automatically configured to be sent to the user who scheduled the publish.  

Publish Asset Dialog

Administrators can use the Publish Threshold setting in Account Settings to limit the number of pages that can be auto-published when an asset is updated.

Publishing an Asset

An asset is available for publish by the current user if it is not checked out by another or otherwise in workflow. To publish an asset from the Assets list view:

  1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar.
  2. Hover over the asset row and select Publish from the list of available actions. 
    Asset List View Publish
  3. Once the Publish dialog is displayed, input an optional version description and click Publish.

Alternatively, select Publish from the action bar in preview/edit mode. 

Asset Actions Toolbar

Submitting an Asset for Approval

Submitting an asset for approval may be an alternative to publishing an asset, or it may be required, depending upon access settings. Additionally, an approver can be enforced. When an asset is sent to another user for approval, the sender will be temporarily unable to perform editing and publishing actions on the asset. If the approver is the final approver, the options include publishing the asset, editing and saving the asset, publishing and scheduling a publish, reassigning, and declining to approve. If the approver has an approver, then not all actions will be available.

When a user submits an asset for approval the Submit for Approval dialog is shown. Required items are shown in bold and the dialog includes the following:

  • To: Allows administrators and users to select an approver to send the asset to. If Enforce Approver is set, a choice of approvers is not available.
  • Subject: Helps users identify the file for review by providing a brief subject or name of the file.
  • Message: A message can be optionally input to help users identify the file or the changes that have been made.
  • Send Copy to Email: If this checkbox is selected, it sends the message and link to the page to the approver's email (if configured in the system), as well as within the OU Campus internal messaging system.

An asset can be sent to another user for approval either from the Assets list view or the actions view. It is important to remember that for this functionality to be available for both methods that the file must first be checked out to the user. To submit an asset for approval from the Assets list view:

  1. Check out the asset.
  2. Hover and from the Publish menu, select Submit for Approval.
  3. Once the Submit for Approval dialog is displayed, fill out all necessary information and select Submit.

Alternatively, from the Publish drop-down in preview/edit mode, select Submit for Approval.

Performing a Scheduled Publish

A user can define a future date for the asset to auto-publish using the Schedule Publish feature. If a scheduled publish is set, the asset is not published until the date of publish. On the predefined date, the asset and subscribing pages are updated and published to the production server. Scheduled publishes can be set from the Publish modal using the Schedule tab. The following elements are displayed in the Schedule tab:

  • Date: Input a date manually or click the field or calendar icon to select a date from a calendar.
  • Time: Input a time manually or click the field or clock icon to use the spinner to choose the time options, including AM/PM preference.
  • Repeat Every: Enter or select a number and then enter or select a corresponding unit of time (hours, days, weeks, months, or years) in the drop-down directly to the right of the text field.
  • Notification: Allows users to create a notification and have it sent both within the internal OU Campus message system as well to an external email.

Publish Asset Dialog

An asset does not have to be checked out by a user in order to set a scheduled publish. A scheduled publish can be performed from either the Assets list view or the actions view. To set a scheduled publish from the Assets list view:

  1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar.
  2. Hover over the row and from the Publish menu, select Schedule.
  3. Once the Publish modal is displayed, select the Schedule tab.
  4. Fill out the necessary fields and click the Schedule button.