Review and move content

Once a workflow is assigned to a content type, every entry of that type has a stage. This page covers what authors and reviewers see and do.

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Availability

This feature is available on the Custom Enterprise plan only. To enable it for your workspace, contact support@thepublive.com.

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The content list

For content types with a workflow, the content list gains:

• a Stage column showing the stage name on its stage colour
• an Assignee column
• a Stage filter to pick one or more stages. In a view that spans several workflows, stages are grouped under their workflow name.
• an Assignee filter, with Assigned to me as the first option

Status tabs, columns, search, and existing filters are unchanged. Content types without a workflow show no Stage column.

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The workflow panel

Open an entry and look for the Workflow panel in the right-hand sidebar. It shows: For content types without a workflow, the panel does not appear at all.

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Move an entry

If you cannot move the entry anywhere, the picker is replaced by a line explaining why:

• Only the named roles or members can move this entry out of the stage.
• You moved this entry to the stage, so someone else must move it on. This applies when Prevent self-advancement is on.

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Override a stage

Override actors are set once for the whole workflow, not per stage. Admins and Owners are always override actors and cannot be removed from that role. A workflow can also name more roles or members as override actors in its settings. See Add override actors. Override actors see a separate, visibly distinct Override stage action. It is not an option in the Move to picker.

1. Choose any stage as the destination, including a publish-ready stage. The dialog lists the stages being skipped.
2. Enter a reason. The Override button stays disabled until you do.
3. Select Override.

An override ignores Next stages, Who can act, and Prevent self-advancement. It is recorded as an override, not a normal move, and the actors at each skipped stage are notified.

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Assign an entry

There are two ways to set the assignee:

• While moving an entry. The move dialog has an Assign to field. You can hand the entry to someone the moment it reaches their stage.
• From the panel, at any time. Open Assigned to to set, change, or clear it. Setting an assignee emails them.

Once an entry is at a stage, only members who can act at that stage can change its assignee. This follows the same rule as everything else at a stage: Who can act decides who may touch it. The assignee is a metadata field that shows who is expected to review the entry. It is for visibility only and does not affect permissions. Anyone who is eligible at the current stage can still act on the entry, whether or not they are the assignee.

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Editing an entry in a stage

The current stage’s Who can edit setting applies on top of the permissions you already have. A stage can only restrict editing. It never grants it. When the stage prevents you from editing, the entry opens read-only with a banner naming the stage, for example:

View only — content cannot be edited in “Legal Review”.

The existing concurrent-edit lock is unaffected. Two members still cannot edit at the same time, whatever the stage.

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Publishing from a stage

You can publish or schedule an entry only while it is in a publish-ready stage, and only if you have publish permission. Otherwise the Publish control is visible but disabled, and explains which stage the entry must reach and which stage it is in.

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The timeline

The History section of the panel lists every stage change, newest first. Each item shows:

• the stage moved to, on its colour
• who moved it, and their role at the time
• when
• the note, if there was one
• for an override, an Override marker, the reason, and the stages skipped
• for the first entry, who created it and when

Anyone who can view the entry can see its timeline, including authors who cannot act. Records are permanent. If a stage is later renamed or deleted, the timeline still names it as it was.

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Next steps