Prerequisites

Certain features described within this documentation may require additional software, abilities, settings, or may only be accessible under specific conditions.

• Saving access: Only users assigned a Group containing ‘Ability: Editorial / Assets / Full access’ or ‘Ability: Editorial / Assets / Edit editorial content / Modify assets’ will see the green Publish / Update button, the blue Save button, and View Options.

• Publishing access: Only users assigned a Group containing ‘Ability: Editorial / Assets / Full access’ or ‘Ability: Editorial / Assets / Edit editorial content / Change publish status’ will be able to update the ‘Do not publish’ option within the Publish / Update Dialog.

• Workflow:

  • Promoting and Demoting Assets in a Workflow via Additional Save Options: The Additional Save Options for promoting and demoting article assets will not be available unless a multi-process workflow is defined and assigned to the asset within the Article Metadata Fields.

  • Updating Workflow process: Only users assigned to a Group containing the or ‘Ability: Editorial / Assets / Full access’ or ‘Ability: Editorial / Assets / Manage Workflows / Change process’ will be able to update the asset’s process within the assigned workflow via the Additional Save Options or the Article Metadata Fields.

  • Updating Workflow: Only users assigned to a Group containing the or ‘Ability: Editorial / Assets / Full access’ or ‘Ability: Editorial / Assets / Manage Workflows / Change workflow’ will be able to update the asset’s workflow via the Article Metadata Fields.

Save

The ‘Save’ button provides editors the ability to manually save their changes at any time. By default, Save sets the asset to Draft Status, meaning the changes will remain unpublished until they select to Publish / Update, and creates a Draft revision of the asset.

In addition to manual saving, assets have an autosave function that automatically saves the asset every 10 minutes. This background process helps protect against data loss by periodically capturing the current state of the asset. While Autosave provides a safety net, it is still recommended for editors to use the ‘Save’ button for critical changes or before exiting the interface. Autosaves will only occur if the editor currently viewing the article has the necessary permissions to edit asset.

Draft Status by default

When an asset is saved, either by clicking Save or via the autosave function, it is set to Draft status by default. This prevents an asset from going live until it is Published.

The Draft status allows you to tag, flag, and add metadata without posting content live or triggering notifications. Clicking Save on a published asset sets its status to Draft, while the current version remains published until you decide your updates are complete. This functions similarly to a Workflow, but more effectively, as demoting an asset in a workflow takes it offline, whereas Draft keeps the current version live.

The “Draft” status, shown in the Asset Information below the open asset, remains until the article is explicitly published or updated by an editor.

Publish / Update

When viewing a new article or any article that is not published (“Published: No” in the Asset Information under the open asset), a ‘Publish’ button will appear next to the ‘Save’ button. When viewing any article that is published (“Published: Yes”), an ‘Update’ button will appear next to the ‘Save’ button.

To publish your unpublished article or to make your draft revisions live, click the ‘Publish’ button. A dialog box labeled ‘Publish’ or ‘Update’ will open. This dialog will show the ‘Publication date’, the article’s ‘Optimization Score’ (calculated by the Assistant in the Article Toolkit Panel), a text area for adding a ‘Revision comment’, an option to ‘Mark this update as important’, and a ‘Do not Publish’ option to unpublish the article if necessary. Set the ‘Publication date’ to the date you want your article to be published and available online and click ‘Publish’ or ‘Update’ again (with the ‘Do not publish’ option unchecked). After publishing, the Asset Information will be updated to “Status: Live” and “Published: Yes”. The ‘Publish’ button will then switch to an ‘Update’ button.

To unpublish your article, click the ‘Update’ button. Either set the ‘Publish date’ into the future or check the ‘Do not publish’ option and click ‘Update’ again.

Additional Save Options

If a ‘Workflow’ is assigned in the ‘Workflow’ Section of the metadata, and the workflow has more than a single Process or step, editors can use the ‘Save’ dropdown option labeled ‘Promote to [workflow step name]’ to advance the article to the next process. 

If an article has multiple Processes, an Editor may skip steps in the workflow. All promotion Processes will be listed. If a process within the workflow will effectively Publish the article, the option label given to the user will read ‘Promote and Publish to [workflow step name]’.

If the article can be moved backwards in the workflow, the dropdown will include an option reading ‘Demote to [workflow step name]’. This allows articles to be reassigned to previous Processes if necessary.

View Options

While updating article content, an editor may want to see what the article content will look like on their site. The View options (the ‘eye’ icon) next to the save allow the editor two options to view their article content.  ‘Live View’ displays published content whereas ‘Preview’ displays content prior to the initial publish or draft updates made to previously published content. Both options will open in a new browser tab. In addition, a ‘Copy Live View URL’ option (right of the ‘Live View’ option) allows the Live View URL to be quickly copied to your clipboard for sharing.

Live View

The ‘Live View’ option will display the article exactly as it will appear on the live site. This view will reflect all previously published updates including formatting, layout, and media elements, allowing editors to verify the final presentation from a reader’s perspective.

📝 The ‘Live View’ option will be disabled until the article is initially Published (the ‘Do not publish’ flag is unchecked).

Copy Live View URL

The ‘Copy Live View URL’ option allows an editor to quickly copy the live URL. This copies the Live View URL to your clipboard where the published content may be shared on social media.

Preview

The ‘Preview’ option allows editors to view draft updates made to the article in a preview mode, which closely resembles the live view but may include additional indicators or editing tools not visible to the public, such as ad placements. This mode helps editors to identify and resolve any issues with article content or layout before the article goes live or after draft updates are made to previously published content.