published and available ; instead, others can view your content, but it doesn't show up in searches or the navigation tree. This is a useful state because you can point other users to this content, but because it won't show up in navigation or searches, it's not visible unless users know about it.
At any point in time, each item of content in your Plone site is in a particular state.
This state describes its permissions and roles within the Plone site. By having items in different states, it's possible to apply different security to each item of content. You will want to publish the content so that it's visible for all users and shows up in the navigation and search.
You can publish the content using the State drop-down menu located at the top right of the main navigation
To publish an object, select Submit from the drop-down menu. By default you can't directly publish content, but you can submit it for review. When an item is submitted for review, it moves into the review state. This is an intermediary state between visible and published. It allows for the review of content by users of your site with the reviewer role, before it goes live for the entire world to see. After you've submitted the content, you'll notice that the content is now in the review state by looking at the box in the top-right corner.
The content has been submitted for review, the state has changed to pending, and the edit tab is no longer an option.
NOTE If you're logged in as a manager, you'll note there will be one extra option in the drop-down publishing list called Publish. This lets you put content straight into the published state with no intermediate step.
In the workflow drop-down list in the top-right corner, there's also an option for Advanced, which opens the state form for changing the status of an object. This form is the same as clicking the state tab. It has the following fields:
Effective Date: This is the same as the Effective Date field in the properties.
Expiration Date: This is the same as the Expiration Date field in the properties.
Comments: This includes any comments you want to make for this change in state that will be recorded in history.
Change State: These mirror the choices available in the drop-down menu. For example, the options are Publish, Submit, and so on. One further option, No Change, is available if no change is necessary.
Select the change of state you'd like to occur, and click Save to commit the changes.
Different Work flow StatesVisible: Content is created in the visible state. All users can find visible content through the search function and can access it directly by visiting the object URL. Visible content doesn't show up in the navigation tree. Visible content is editable by their owners and site managers.
Pending: Pending content includes items that have been submitted for publishing by site members. From a user standpoint, pending content behaves like content in the visible state. The difference between the two types is that pending items are flagged for review; site reviewers are prompted to publish or reject pending items. Pending items are editable only by managers and reviewers.
Published: Published items are visible to all site visitors. They appear in search results and the navigation tree. They may also appear in other areas specific to that type . Published items are editable only by managers, but owners can retract them for editing (retracting reverts an item to the public draft state).
Private: Items in the private state are visible and editable only by their owners and others with manager access to the folder in which they exist. They won't appear in search results or on the navigation tree for other users. Private items are editable by managers.
How the contents get reviewed?
If you're a reviewer, then in the right column of the home page you'll see a new review list when you first log in. This is a list of the items that have been submitted for review and need reviewing by you or another reviewer.
The review list will appear on the right when you log in as a user with the review role and there are items to review. The review list gives a list of items to review. Click the document to open the item. At this point you essentially have the following choices for this item:
Reject it: Reject it by selecting Reject from the drop-down choices. This will move the content back into the visible state and assumes that as a reviewer you're unhappy with it.
Publish it: Approve it by selecting Publish; this will change the content into the published state. This will make the content publicly available.
Do nothing: Leave it by doing nothing. This leaves the content in limbo but sometimes happens when you need to check information or talk to others. Eventually you should return to do something with this content because it'll continue to show up in your list of items until you make one of the previous actions.
Retract : Edit it, and then perform one of the previous actions. As the reviewer, you can make any change you'd like to do, so feel free to change the content by using the edit tab.
Once you've moved content out of the review state by publishing or retracting it, it will no longer show up in the review list.
How Do You Edit a Published Document?
Once a document has been published, it must be retracted to be edited. To do this, select Retract from the workflow drop-down menu, which will move the item back into the visible state. Once it has returned to the visible state, you can reedit it and placed it back into the review queue.
This step is necessary to ensure that all content goes through a review step. For example, you have to ensure that any edits made to a page are appropriate by reviewing the content. Users with the manager role can edit the content at any time, so they can quickly go in and fix a typo without having to go through the review step. If you're a manager, you can go to any piece of content and will see the edit tab. At that point, click Edit to alter the document and make your changes.
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