Content States and Actions

As an item moves through the publication process, Brightspot assigns it different states, such as draft, live, revision, and archived. When you open an item in the Content Edit Page, Brightspot displays the item’s current state and the corresponding actions available to that state. This section explains in detail how an item moves from one state to another, and the actions available at each state.

Content Actions and States

When you open an item in the Content Edit Page, you can perform a variety of actions. Each action transitions the item to a different state as illustrated in the following diagram.

../../../_images/content-states.svg

Both the states and associated available actions appear in the Editorial Toolbar (and in other places throughout Brightspot). Using the following screenshot as an example, clicking Save in the Tools Menu creates another draft of the article. Clicking the Publish button changes the article’s state to Live.

../../../_images/editorial-toolbar-publish.png

If an item is associated with a workflow, the Editorial Toolbar shows the Workflow button, which opens the Workflow Widget.

../../../_images/editorial-toolbar-workflow.png

Content States

The illustration in Content Actions and States lists an item’s possible states. The following sections describe each state and how they impact the actions available in the Tools Menu and the Workflow widget.

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An item is in this state when an editor creates a new item but hasn’t yet performed any actions, such as saving or publishing. In this state, the Toolbar Menu and publish actions have the following appearance (your version of Brightspot may appear differently).

Tools Menu Publish
image1 image2

The following table describes the various actions available in this state.

Action Effect
Save Draft
  • Adds entry to Revisions widget.
  • Changes state to Draft.
Tools
Publish
  • Adds entry to Revisions widget.
  • If publish date is now, changes state to Live.
  • If publish date is future, changes state to Scheduled.

Draft

An item is in this state for one of the following reasons:

  • An editor created an item and clicked Save Draft.
  • The item was in the Draft state and an editor clicked Save (creating a new draft).
  • The item was previously a draft in the Scheduled state, and an editor clicked Unschedule.

In this state, the Toolbar Menu and publish actions have the following appearance (your version of Brightspot may appear differently).

Tools Menu Publish
image3 button

The following table describes the various actions available in this state.

Action Effect
Save
  • Adds entry to Revisions widget.
  • No change in item’s state.
New Article
Copy This Article
  • Copies the item and displays it in a new Content Edit Page.
Create Content Template
Delete Permanently
  • Deletes item permanently from Brightspot.
Tools
Publish
  • Adds entry to Revisions widget.
  • If publish date is now, changes state to Live.
  • If publish date is future, changes state to Scheduled.

Revision

An item is in this state for one of the following reasons:

  • The item was in the state Live and an editor clicked Start Revision in the Tools Menu or New Revision in the Revisions widget.
  • The item was previously a revision in the Scheduled state and an editor clicked Unschedule.

In this state, the Toolbar Menu and publish actions have the following appearance (your version of Brightspot may appear differently).

Tools Menu Publish
revision button

The following table describes the various actions available in this state.

Action Effect
Save
  • Saves changes to revision.
  • No change in item’s state.
Back to Live
  • Displays live (published) version in the content edit form.
New Article
Copy This Article
  • Copies the item and displays it in a new Content Edit Page.
Create Content Template
Delete Revision
  • Deletes the revision.
Tools
Publish
  • Adds entry to Revisions widget.
  • If publish date is now, changes state to Live.
  • If publish date is future, changes state to Scheduled.

Workflow Status

An item has a workflow status for the following reasons:

  • It is associated with a workflow.
  • It is not yet in a state, or the item is in the Draft or Revision state, and an editor clicked a button in the Workflow widget to launch or transition the workflow.

The status of a workflow is shown on the Content Edit Form.

../../../_images/workflow-status.png

Tools Menu actions are available for items associated with a workflow. The Tools Menu reflects whether an item has no state, or is in a draft or revision state.

In addition, the user-defined workflow actions are available to launch and transition a workflow through its steps. The following example shows a simple workflow UI, before and after launching the workflow. The actual labels on the buttons depend on how the workflow is defined; for details, see Creating Workflows.

Pre-Launch Workflow Post-Launch Workflow
prelaunched launched

The following table describes the actions available for the example workflow.

Action Effect
Submit for Review
  • Launches workflow.
  • Adds entry to Revisions widget.
  • Adds workflow status in content edit form.
  • Reject
  • Approve
  • Advances item to next status in workflow.
  • Adds entry to Revisions widget.
  • Updates workflow status in content edit form.
Publish
  • Completes workflow.
  • Adds entry to Revisions widget.
  • If publish date is now, changes state to Live.
  • If publish date is future, changes state to Scheduled.

Scheduled

An item is in this state when an editor or reviewer selects a date in one of the following ways and then clicks the Schedule button.

For items associated with a workflow, the Workflow widget is no longer available because the workflow is complete.

When you schedule an item for publication, it remains in its current Draft or Revision state, and obtains the additional state of Scheduled.

The status of a scheduled item is shown on the Content Edit Form.

../../../_images/scheduled-status.png

Tools Menu actions are available for scheduled items, and reflect whether an item is in a draft or revision state. In either state, all Tools Menu actions are available except for save.

In addition, you can use the Schedule widget to perform additional actions.

../../../_images/schedule-widget.png

The following table describes the various actions available in this state. To complete these actions, you must click the Schedule button.

Action Effect
Set
  • Adds entry to Revisions widget.
  • If new publish date is now, changes state to Live.
  • If new publish date is future, updates date.
Clear
  • Removes scheduled date from Revisions widget.

Live

This is an item’s currently published version and is visible on the internet. An item is in this state for one of the following reasons:

  • An editor or reviewer clicked the Publish button in the Editorial Toolbar.
  • An item’s scheduled publication date arrived.

In this state, the Toolbar Menu and publish actions have the following appearance (your version of Brightspot may appear differently).

Tools Menu Publish
live button

The following table describes the various actions available in this state.

Action Effect
Start Revision
  • Adds entry to Revisions widget.
  • Changes state to Revision.
New Article
Copy This Article
  • Copies the item and displays it in a new Content Edit Page.
Create Content Template
Archive
Tools
Publish
  • Adds entry to Revisions widget.
  • If publish date is now, changes state to Live.
  • If publish date is future, changes state to Scheduled.

Archived Content

An item is in this state if an editor clicked Archive in the Tools Menu.

In this state, the Toolbar Menu has the following appearance (your version of Brightspot may appear differently).

../../../_images/archived-tools-menu.png

The following table describes the various actions available in this state.

Action Effect
Restore
  • Adds entry to Revisions widget.
  • Changes state to Live.
New Article
Copy This Article
  • Copies the item and displays it in a new Content Edit Page.
Create Content Template
Delete Permanently
  • Deletes item permanently from Brightspot.
Tools

See also: