Manage publication workflow with proper permissions

In C1 CMS, every time you edit and save a page, the changes you have made to it do not become publicly available on the website unless you publish a page. Likewise, a newly created page is not available publicly unless you publish it.

Besides, saved pages (drafts) can be “sent for approval” and “sent for publication”, which changes their “readiness” status but keeps them or the changes on them still unpublished.

These distinctive steps in the publication workflow allow you to introduce at least three distinctive roles to control the process of working with pages.

When you create a user group, you can select permissions for specific operations on items such as pages in allowed perspectives (for example, "Content").

These are operations you can choose for editing and publishing pages:

• Create
• Delete
• Edit
• Approve
• Publish

Along with allowing a user to edit pages, the Edit permission also allows the user send pages for approval and send them back to draft, that is to change their status from "draft" to "awaiting approval" and back.

The Approve permission allows a user to send pages for publication and send them back to draft, that is to change their status from "draft" or "awaiting approval" to "awaiting publication" and back to "draft".

The Publish permission allows the user to publish and unpublish pages.

(If a data type is publishable, you can apply the same approach to editing and publishing its data as to pages.)

Let’s create 3 roles to control steps of the publication workflow by different users.

Editing Role

The Editing Role will allow users to edit pages (and optionally, create and delete pages). The user of this role will not be able to approve or publish pages.

To create this role:

1. From the System perspective below "Users and Permissions", create a user group, for example, “Editors”.
2. In the Perspectives section, select “Content” (and “Media” if needed).
3. In the Global Permissions section, select “Edit” (and “Create” and/or “Delete” if needed).
4. Save the user group.

Now assign to this group users whom you want to create content on your website.

Approving Role

The Approving Role will allow users to review and approve pages created by users of the Editing Role. The user of this role will not be able to publish pages. Optionally, this role may be allowed to edit pages.

To create this role:

1. From the System perspective below "Users and Permissions", create a user group, for example, “Approving Editors”.
2. In the Perspectives section, select “Content” (and “Media” if needed).
3. In the Global Permissions section, select “Approve” (and “Edit” and other operations if needed).
4. Save the user group.

Now assign to this group users whom you want to review and approve content on pages.

Publishing Role

The Publishing Role will allow users to publish pages approved by users of the Approving Role. The user of this role may optionally be allowed to edit pages and do other operations.

To create this role:

1. From the System perspective below "Users and Permissions", create a user group, for example, “Publishing Editors”.
2. In the Perspectives section, select “Content” (and “Media” if needed).
3. In the Global Permissions section, select “Publish” (and “Edit” and other operations if needed).
4. Save the user group.

Now assign to this group users whom you want to publish approved pages.