singledigitalpresence.vic.gov.au

How our publishing workflow works

How to submit a page for publishing or archiving in our content management system and what happens next.

User roles and permissions

You can move content to different statuses based on your CMS permissions.

Approvers

  • Can create, publish and archive any content for a site they've been given access to (for example, Aboriginal Victoria) or a subsite of vic.gov.au (for example, the Veterans Branch).
  • Create content, primary and secondary campaign blocks, navigation menus and approve content.

Editors

  • Can create and save as Draft, Needs review or Archive pending for any content for a site they've been given access to (for example, Aboriginal Victoria) or a subsite of vic.gov.au (for example, the Veterans Branch).
  • Create pages and submit pages for approval.
  • Can upload items into the media library.
  • Create primary and secondary campaign blocks.

Previewers

  • Can view a preview of unpublished pages by logging into the CMS.
  • Contact digital@dpc.vic.gov.au if you'd like to set up a user with Preview access.

Publishing steps for Editors

Drafting a page

While you're working on a new or existing page, you should save as Draft while you're working. This allows you to come back to work on your page until you're ready to publish.

You can keep a page in draft and select Save until you're ready to publish your page.

Requesting a page to be published

When you are finished editing a page and are ready to have it published, you choose Needs review on the dropdown at the bottom of the page.

There's an optional field where you can add publishing instructions and comments (eg "approved by Manager Name, Date").

You can also request to schedule the publishing on a future specific date and time (such as 6am).

Click Save to submit. When you save a page as Needs review, this triggers a ticket in the publishing queue and a member of the publishing team will attend to it.

Change a page to Needs review for the digital team to publish the page

Once the content team (Digital, Design and Innovation) has reviewed your page, the page status will be updated to:

  • Needs review: further updates to the content will be required before the content can be published.
  • Published: the latest changes to the page will be published.

Requesting a page to be archived

You can request a page to be immediately archived or archived on a future date and time. 

Find the page in the Content section. Select the Content tab, type the title of the page, then select Filter.

Search for a page in Content tab

Once you've located the page, click Edit.

Scroll down to the bottom of the page and click Archive pending on the dropdown and click Save.

There's an optional field where you can add publishing instructions and comments.

You can use this field to specify a date and time for archiving.

Request a page to be archived by changing the status of the page to Needs review, the Apply

This will trigger a notification to our publishing team to review and archive/schedule your page to archive at a future date and time.

Once the content team (Digital, Design and Innovation) has reviewed your page, the page status will be updated to:

  • Archived: the page will be archived so that it's no longer visible to the general public.

Publishing steps for Approvers

If you've received an email notification that a page is ready to be reviewed and published, click on the page link within the email notification to review the draft web content:

Email notification for Approvers includes a link to review and approve the updated content page

Alternatively you can search for the page via the Content tab.

Once you've located the page, complete a review to ensure the content meets our publishing standards.

Publish the update

If you're happy with the page, you can change the draft state to Published and Save 

Change the publish state of a page to Published

A notification will be sent to the editor to confirm that the page update has changed from Draft to Published. 

Assign changes to the Editor for further review

If you'd like the Editor to make further changes to the content, change the status of the page back to Draft. You can include a details of updates needed within the Log message. Select Apply. This will send an automatic notification back to the Editor with details about further changes, before they can re-submit the page/change the status of the page to Needs approval.

If you require further change to a page by the Editor, select change to Draft, add a Log message and select Apply.

Request to archive the page if it's no longer needed

You are unable to delete or archive a page. If a page is no longer needed, you can select 'Archive pending'. This will send a notification to the team to review and archive the page. After this has been done you will receive an email.

You may need to remove the page from any menus, if the page has been included.

If the page is no longer required, an Approver can change the page status to Archive.

Reviewed 09 June 2021

Vic Gov digital guide

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