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Drafts, Publishing & Revisions

In a collection that uses draft and publish, every entry is either a draft, published or archived. You save work as a draft and publish it when it is ready. Every save is kept, so you can look back through an entry's history and bring an earlier version back. This page covers those steps in the admin console. You need the admin or super_admin role.

What each status means, and how revisions are kept, is explained on the data model page. The same steps over the Admin API, with archiving and scheduling, are in Content lifecycle.

See an entry's status

Section titled “See an entry's status”

Open Content, pick the collection and open the entry. In a collection that uses draft and publish:

  • The collection's list has a Status column.
  • The entry page shows the status in a badge at the top, beside Publish or Unpublish.

A collection without draft and publish shows no status and no publish buttons. Its entries are live as soon as they are saved.

Publish an entry

Section titled “Publish an entry”
  1. Open the entry.
  2. Choose Save if you have unsaved changes. Saving keeps the current status, so a draft stays a draft.
  3. Open the entry again and choose Publish.

The badge changes to published, and the time is recorded as the entry's publish time.

Take an entry back to draft

Section titled “Take an entry back to draft”

Open a published entry and choose Unpublish. The entry becomes a draft again, so you can keep editing before it goes live. Publishing it again records a new publish time.

Look back through the history

Section titled “Look back through the history”

Every save, publish and restore keeps a revision of the entry. To read them:

  1. Open the entry.
  2. Choose History. The number beside it counts the revisions.
  3. The Revision history panel lists each revision with its date and the fields it held.

The first revision is the entry as it was created. A revision never changes once written, so the history is a complete record of how the entry got where it is.

Restore an earlier version

Section titled “Restore an earlier version”
  1. In Revision history, choose the revision you want.
  2. Choose Restore.

The entry takes that revision's content and status, and the restore is saved as a new revision. Nothing in the history is erased, so a restore can itself be undone by restoring the revision before it.

What the console does not do

Section titled “What the console does not do”

These are on the Admin API, in Content lifecycle:

  • Archive an entry you want to retire but keep.
  • Schedule an entry to publish or archive itself at a set time.
  • Compare two revisions field by field.
  • Write a change note with a save, shown later in the history.

To publish several entries together, open Releases in the sidebar, or use the Release card on each entry page. Releases need a license with content-pro, and Content releases explains how they go out.

To put entries through sign-off before they go live, use editorial review. Its Review card on the entry page moves an entry through each stage and can publish it on final approval.

Where to go next

Section titled “Where to go next”