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How to publish or hide an item
Document Actions
How to control the publication state of a folder or content item.
The initial publication status of a new content item is 'visible'. This means it is accessible to anyone if they know the URL, but it doesn't appear in the site navigation. (If you want to let people access this content, you can add links to these items from an item which is published.)
When an item is 'published' it appears in the site navigation & content views.
When an item is 'private' it's accessible only to the owner of that item (usually the person who created it) and site managers.
You can change the publication state from the state tab - go to the Change State options at the bottom.
If you want the item to be published:
- Choose the
Submitoption (or, if you see the optionPublish, then you can choose that) and save. - If you chose
Submitabove, the document state will be 'pending', until it is approved for publication by a site Reviewer or Manager. - Note that when you submit an item, you can add comments that will be seen by the reviewer. You can also set Effective and Expiration dates for the item.
If you want the item to be hidden/private:
- If the current state is 'visible': choose
Make private, and save. The item state will now be 'private'. - If the current state is 'published': first you need to change the state back to 'visible' - select
Retract, and save. Then, change the state to 'private' as above.
Note that you can also use the "publishing" options below the navigation as a faster way to change status.
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