Publishing Pages
Page Content
To make changes on web pages live, you publish your pages and other files.
The ability to publish pages directly without submitting them to another user for review and approval is determined both by user level and/or administrator-configured settings. We’ll cover what it looks like both to publish a page on your own and to submit it in a workflow.
Publish Now
There are two ways you can publish a page. One is via the Publish button in the page actions toolbar.
The other is in Pages list view when you click the More Actions menu and select Publish.
A page does not need to be checked out for you to publish it, but you cannot publish a page checked out to somebody else.
Once you click Publish, the Publish box will appear with the Final Check tab open. From here you can run checks for spelling, links (to make sure there are no broken links on the page), and accessibility. Your administrators may choose to enforce some or all of these checks so they must be passed before a page can be published.
You can also enter a version description to indicate what changes have been made since the last time the page was published.
Click Publish for the page to go live. If it is published successfully, you will receive a success notification at the bottom of your screen, with a link to the page on the live website.
Schedule Publish
Because you can make changes to pages in Omni CMS before they are visible to website visitors, you have the ability to make edits and create content in advance of when it needs to go live and then schedule it to be published at the proper time and date. This is useful, for example, for announcements and other time-sensitive content.
You can schedule a publish from the same locations as publishing it directly: from the Pages list view when you click the More Actions menu and select Publish, from the Schedule tab in the Publish box, or from opening the dropdown of the Publish button.
All of these methods will bring you to the Schedule tab of the Publish box. In this tab, you can select the date and time you want to publish the page, as well as if you want it to repeatedly publish. You can also configure a message to be sent to you when the page is published.
Click Schedule to schedule the publish. You can view a list of all pages you have scheduled from the Scheduled Actions report.
Workflow
Depending on your user permissions or the access settings of a page or directory, you may not be able to directly publish a page. If this is the case, you won’t see the Publish button in your page actions toolbar; instead, it will say Submit.
You will also have the publish option replaced with submit when you click the More Actions
menu for an item in Pages list view.
Submitting a Page for Approval
Submitting a page sends it to another user for them to review, approve, and publish. When you click Submit, the Submit box will appear. The options here include who you are sending the page to (which may or may not be predetermined), the subject of the message, and an optional message where you can further explain what changes need reviewing. Click Submit to send the page to the other user.
The page will now be locked to that user. You’ll also notice that in Pages list view the page is marked with a blue silhouette icon, indicating it is awaiting approval.
You can submit a page for approval to another user, even if you have the ability to publish it directly. Just click Submit for Approval from the dropdown Publish button.
To keep an eye on what pages you’ve submitted to other users, as well as managing any that
users have submitted to you, navigate to Dashboard > Workflow.
Pages that are waiting for your approval will have a thumbs-up icon. To view the page, click the file path to be taken to the file. From here you can publish it, decline it, or pass it along to another user for approval.
Workflow Messages
To see the history of the workflow, i.e., each time it was passed to another user, click the More Actions menu for an item and select View.
Messages in a workflow can be sent to all users or privately to any user involved in the workflow. Private messages are only visible to the sender and addressee.
Note that workflow messages are separate from your inbox. Your inbox works like any other email or messaging system, while workflow messages are attached to a specific file.