BASICS

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SUPER ADMIN

  LAST UPDATED
6/10/2013

Publishing a Site or Directory

File, directories, or sites can be published from the staging server to the production server or an alternative publish target, if configured. Only when a page, directory or site is published is it available on the World Wide Web.

Pages can be published by all user levels. However, it is possible to restrict publishing permissions by assigning an approver, and even overriding that restriction with a Publishers group. For more information about approvers and the Publishers group see:

Access & Workflow

Only Level 10 administrators can publish directories and sites.

Publishing a page is also a method to re-use content. For example, at the time of a page publish, an RSS feed can be updated as well as Facebook, Twitter, and blog content. Page publish can include publishing to multiple outputs and alternative publish targets.

Additionally, at the time of publish various automated reviews of the page to check spelling, accessibility, linking and standards validation can be configured by an administrator to automatically run.

Dependency Manager tracks when a page includes dependencies that have not yet been published. When publishing a page an error message indicates that the page includes unpublished content that might result in broken links or missing content. The unpublished content can include assets and unpublished pages. The Publish Option section that includes the ability to publish the unpublished dependencies. Select the Include unpublished dependencies checkbox to publish the unpublished content.

Inherently, only administrators and Level 8 users can recycle and delete files, pages, directories, and assets. The delete permissions for Level 8 include only the files and directories to which they have access. Administrators can assign access rights for recycling and deleting files and pages to Level 1–7 users. By default the recycle bin function is configured for a site, and this allows pages on the staging server to be recycled rather than immediately and permanently deleted. When a page is recycled rather than deleted, it can later be restored if necessary.

When a page is recycled on the staging server, the published derivatives are automatically deleted from production servers. Likewise, a file can also be solely deleted from the production server or other publish target by navigating to the Production tab or tab for the publish target, and deleting it. The recycle bin functionality does not extend to these servers. Once a file is deleted from the production server or publish target, it cannot be restored. It can be re-published from the main file on the staging server with any routine form of publishing, such as publish, site publish, directory publish, or scheduled publish.

Directories cannot be recycled on staging nor on a production server. Directories that are deleted are immediately and permanently deleted. There is a multiple file recycle function. All or multiple files within a directory can be selected with the checkbox and the recycle bin function for multiple files can be selected. Then the directory can be deleted. Recycling files within a directory in this method enables the ability to individual restore the files from the directory. Restoring a file is performed from the Recycle Bin. From the Recycle Bin a file can be restored or permanently deleted, or the entire Recycle Bin can be emptied.

 

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Selecting a Publish Target

If Multi-Target Publish has been enabled for the site and alternative publish targets defined, users with the proper authority level can publish to it. The defined publish targets are available in various drop-down menus. This includes for previewing and comparing pages, and any form of publishing, as well as for inserting links, images, and other media. When viewing the Pages view of the site, the available servers, including the staging, production, and additional publish targets are shown in tab view. 

Publish Target Tabs

For more information regarding Multi-Target Publish, please see:

Selecting a Target Publish

Configuring Multi-Target Publish

 

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Publishing a Directory

Level 10 users have the ability to publish a directory. To publish a directory, navigate to Content > Pages then to the appropriate directory and click on the Publish icon. Directory Publish

When performing a directory publish, the following table lists the default behaviors when publishing that has been changed with a saved edit and then is published during a directory publish without any other options selected.

Page Status Behavior
Checked out by current user Page is published with saved edit and checked in.
Checked out by another Page is published with saved edit and left checked out to other user.
Scheduled publish by current user Page is published with saved edit and continues to be locked by current user and scheduled for publish.
Scheduled publish by another Page is published with saved edit and continues to be locked by other user and scheduled for publish.
Assigned for approval to current user Page is published with saved edit and checked in.
Assigned for approval to another Page is not published and error message shows that it is checked out in workflow to another.
Scheduled by current user to expire with replace Page is published with saved edit and left scheduled to be expired with replace.
Scheduled by another user to expire with replace Page is published with saved edit and left scheduled to be expired with replace.
Scheduled reminder by current user Page is published with saved edit and left with reminder set.
Scheduled reminder by another user Page is published with saved edit and left with reminder set.
Saved, but not checked out Page is published with saved edit and checked in.

 

Additionally, the following options are available:
  • Publish Target: If Multi-Target Publish is configured a publish target can be selected from the drop-down.
  • Checked-In Files Only: Selecting this option only publishes files that are checked in. Files checked out to current user are also ignored. The following are not published:
    • A file checked out to the user performing the publish
    • A file checked out by another
    • A file assigned in workflow to the current user for approval
    • A file assigned in workflow to the another user for approval
    • A file assigned that is scheduled to be published by the current user
    • A file assigned that is scheduled to be published by the another user
  • Use Last Published Version: Selecting this option publishes the last published version of all the files and pages within the directory. Files that have been changed and saved, whether checked out or not, remain saved with changes on the staging server, and only the last published version is published to the target server (the new un-published content will not be published). Any files and folders within the directory that have never been published before, will remain un-published.
  • Changed Files Only: Selecting this option publishes out changed files even if they are checked out to other users or the current user. A changed file that had been checked out by another user is published and remains checked out. A changed file that had been checked out by the current user is published and checked in. When this option is selected newly created pages and files that have not yet been published are published.

Directory Publish Options

 

 

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Publishing a Site

Level 10 users have the ability to publish an entire site. Navigate to Setup > Sites and click on the Publish button for the site to be published.

Site Actions Screen 9.17.7

When performing a directory publish, the following table lists the default behaviors when publishing that has been changed with a saved edit and then is published during a directory publish without any other options selected.

Page Status Behavior
Checked out by current user Page is published with saved edit and checked in.
Checked out by another Page is published with saved edit and left checked out to other user.
Scheduled publish by current user Page is published with saved edit and continues to be locked by current user and scheduled for publish.
Scheduled publish by another Page is published with saved edit and continues to be locked by other user and scheduled for publish.
Assigned for approval to current user Page is published with saved edit and checked in.
Assigned for approval to another Page is not published and error message shows that it is checked out in workflow to another.
Scheduled by current user to expire with replace Page is published with saved edit and left scheduled to be expired with replace.
Scheduled by another user to expire with replace Page is published with saved edit and left scheduled to be expired with replace.
Scheduled reminder by current user Page is published with saved edit and left with reminder set.
Scheduled reminder by another user Page is published with saved edit and left with reminder set.
Saved, but not checked out Page is published with saved edit and checked in.

Additionally, the following options are available:

  • Publish Target: If Multi-Target Publish is configured a publish target can be selected from the drop-down.
  • Checked-In Files Only: Selecting this option only publishes files that are checked in. Files checked out to current user are also ignored. The following are not published:
    • A file checked out to the user performing the publish
    • A file checked out by another
    • A file assigned in workflow to the current user for approval
    • A file assigned in workflow to the another user for approval
    • A file assigned that is scheduled to be published by the current user
    • A file assigned that is scheduled to be published by the another user
  • Use Last Published Version: Selecting this option publishes the last published version of all the files and pages within the site. Files that have been changed and saved, whether checked out or not, remain saved with changes on the staging server, and only the last published version is published to the target server (the new unpublished content will not be published). Any files and folders within the site that have never been published before, will remain unpublished.
  • Changed Files Only: Selecting this option publishes out changed files even if they are checked out to other users or current user. A changed file that had been checked out by another user is published and remains checked out. A changed file that had been checked out by the current user is published and checked in. When this option is selected newly created pages and files that have not yet been published are published.

Site Publish Options

 

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Viewing the Publish Notes

Once a file has been published, the notes input before the file is published can be viewed within the versioning system. To view the notes, navigate to Content > Pages and select the Revert button next to any file. This will present a log of the publishes and backups, including any notes that were included.

Publish notes screenshot


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