How to edit, publish or archive contents?
The contents may be kept in the Finnish Service Catalogue as a draft, published version or an archived version. These are called content status.
When you are searching for contents, the search result will show you the status of the content language versions. In the example, the Finnish version of the website channel is a publication but the Swedish and English versions are still only available as drafts.
When you open the content, its status is shown under the name at the top of the page. If any of the content language versions is a publication, the content is shown as Published. Below them (at language versions), you can see in which languages the contents have been published. In the example, the Finnish version of the website channel is a publication but the Swedish version is still only available as a draft.
Draft or edited
In draft status, the information has been saved as incomplete but it has not yet been published. In draft status, the information can only be viewed in the FSC user interface and it is not transferred from the FSC via interface for use in other services.
Contents that have not yet been published are in draft or edited state.
- In draft state information has been entered and incomplete content has been saved as a draft.
- Content that has been edited after the latest publication but that has not been republished is in edited state. Thus, the latest published content version is transferred to the interface. When the edited information saved as a draft is published, it is transferred to the open interface.
Published
When the content is in Published state, other services can use it via FSC interface.
The same content may be available as a published and a draft language version. For example, the Finnish content may be available as a published version whereas the Swedish version may still only be available as a draft.
Archived
Content with Archived status has been removed from the publication. There is no Removed status in the FSC.
Archived content is kept in the FSC but it will no longer be transferred from the FSC via interface. You can search for archived content and restore it to draft status and then republish it.
The content is entered as a version in the archive each time when the content is republished. The previously published version is then transferred to the archive.
Archived content versions are kept in the FSC user interface for 15 months. You can view them in content History menu. However, the latest archived content version can always be found in the user interface even if more than 15 months had passed from the archiving. Thus, none of the contents is permanently lost even if it is archived.
The publication is a two-stage process. You must first save the content as a draft and then publish the content.
Save as a draft
The first content draft is created when you click Save as draft. You can find the button at the bottom of the page above the footer. ‘
You can save the content at any time. However, to save the content, you must at least name it.
Click Edit to return to edit the draft.
Publish
After you have entered all required content information and the information is ready for publishing, click Save as draft. Then click Publish.
You can publish the content immediately or specify the publication date.
If you want to specify the publication date, tick the box Specify publication date and select the date.
Select the content language versions that you want to publish. You can select one language, several languages or all languages. The language versions that you do not select for publishing remain as drafts or are transferred to draft state.
This means that if you edit the Finnish version of the published content and publish it but do not select the Swedish or English version for publication, the Swedish and English contents are transferred to draft state.
Click Publish. If you have entered all required information, the content has now been published.
The content cannot be published if required information is missing
If you have not entered all required data, publication is blocked and you will receive a notification urging you to add the missing required information.
Click Cancel.
An error message is displayed. Click the link in the error message to add the missing information.
The required information is indicated in red in the form. Complete all required fields.
After you have entered all required information, first click Save as draft and then click Publish to publish the content again.
You can edit draft and published content at any time.
Do as follows:
Use suitable search criteria to find the content. Open the content and click Edit.
You can edit any field. If you change your mind and do not want to save the changes, click Pause.
Click Save as draft at the bottom of the page to save the changes that you have made. You can leave the changes that you have made in draft state, complete the information later or publish the changes.
If you want to publish the changes, click Publish.
You can publish the changes immediately or specify the publication date.
If you want to specify the publication date, tick the box Specify publication date and select the date.
Select the content languages that you want to use. You can select one language version, several versions or all versions. The language versions that you do not select for publishing are transferred to draft state or will remain as drafts.
Click Publish. If you have entered all required information, the content has now been republished.
If you want to remove content from a publication, you must archive the content. You cannot remove the whole content from the FSC user interface as you can only transfer it to an archive from where the content cannot be transferred to the interface.
Do as follows:
Find the content that you want to archive. Open the content. You do not need to move the content to edit state.
Open Functions menu from the accordion element on the right.
Scroll to Content archiving.
Click Archive.
You can archive the content immediately or specify the archiving date.
Tick the box Archive now if there is no need to specify the archiving date.
Then click Archive button.
Note that you can no longer archive a single language version of the content and specify other language versions as published. The archiving process applies to the whole content and all language versions.
Please note! The option of retrieving more than one content from the archive as mass functionality has been removed from the user interface. Each content must be restored to draft status one by one.You can retrieve archived contents from the archive. You cannot publish archived content directly as you must first restore the content to draft status and then publish the content. This allows you to review the archived content before you republish the content.
Do as follows:
Limit the search to archived content and find the content that you want to retrieve from the archive.
Open the content. You do not need to move the content to editing status.
Open Functions menu.
Scroll to Retrieve content from archive. Click Retrieve from archive. The system will check whether you want to restore the content to draft status. Click Accept.
Note that you can no longer choose which language version you want to retrieve from the archive as all language versions are restored to draft status.
The content that you retrieved is now available as a draft. Check the accuracy and quality of the content and edit it if necessary.
Publish the content. In the publication stage, you can choose which language versions you want to publish.