singledigitalpresence.vic.gov.au

Publishing workflow

How to change the status of a page you've edited in the SDP CMS from Draft to Needs approval.

User roles and permissions

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

Approvers

  • Can create and approve 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

Previewers

  • Can view unpublished pages within a front-end preview. 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

If you're working on a new or existing page, you can keep the status of the page in Draft and select Save. This will allow 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

Once you've completed the final update to your page, you need to Save the changes.

You'll then be presented with an update status screen.

If you'd like to publish the page, change the status of the page to Needs review.

There's an optional log message field where you can add further publishing instructions.

You can also request the page to be scheduled to be published at a future date and time.

Select Apply to submit the change.

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

This will trigger a notification to our publishing team to review and publish/schedule your page to publish 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:

  • 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 at a future day and time. You need to find the page within the Content section of the content management system.

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 select Save.

You'll then be presented with an update status screen.

Change the status of the page to Needs review. There's an optional log message field where you can add further publishing instructions.

You can also request the page to be scheduled to archive at a future date and time.

Select Apply to submit the change.

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 a notification that a page is ready to be reviewed and published, you can select the page link within the email notification to review the web content:

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

Alternatively you can search for the page within Content tab and adding keywords of the page to the Title field.

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 20 August 2020

Vic Gov digital guide

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