Content Statuses

Content statuses allow administrators to manage the workflow and publication stages of content within the CMS. These statuses help organize content in different stages such as Draft, Editing, and Published, and are essential in the content creation and approval process.

This guide will walk you through the steps to create, manage, and customize content statuses in the CMS.

Accessing Content Statuses

1. In the CMS sidebar, under the Administration section, select Publisher Configuration.
2. Scroll down to the Content Statuses section where you will see a list of existing statuses like Draft, Editing, and others.

Creating a New Content Status

To create a new status that fits your workflow:

1. In the Content Statuses section, click the Create new status button on the top-right.

2. A form will appear where you will provide the following information:

   • Name: This is the label for the status (e.g., Published, Needs Review, Archived).
   • Code: A system-level identifier for the status (e.g., published, needs_review). The code is used by the system to reference the status in back-end logic and API calls.
   • Color: You can select a predefined color that will be associated with this status. The color helps visually distinguish content in different statuses. Options include:
     • Primary
     • Secondary
     • Success
     • Danger
     • Warning
     • Info
     • Dark
   • Custom Color (Hex): If you want a specific color that is not available in the predefined options, you can enter a hex color code manually.

3. After entering the required details, click Save to create the new status.

Managing Existing Content Statuses

Once a content status is created, it will be displayed in the Content Statuses list.

1. Editing a Status:

   • To modify an existing content status, click on its name from the list.
   • You can update the Name, Code, and Color as needed.
   • Save the changes to apply them across the system.

2. Deleting a Status:

   • If you no longer need a status, select it from the list and look for a delete option (this may depend on CMS settings).
   • Be cautious when deleting statuses as content currently assigned to that status may lose its workflow assignment.

Using Content Statuses

Content statuses can be applied during the creation or editing of content. When creating or editing an article, you will see a status dropdown or selection field where you can assign one of the content statuses to the item. This helps users and editors keep track of the current stage of a piece of content, whether it is still a draft, requires editing, or is ready for publication.

User access permissions

In the Users & Roles section, administrators can configure role-based access control to fine-tune content workflows by specifying which content statuses a role can access and assign. By editing a role, you can define the content statuses that users assigned to that role can interact with.

1. Conditional Access:
   Under the role settings, you can limit or grant access to specific Publications, Categories, Social Channels, and Pages. This allows users in that role to only view and manage content in certain areas of the CMS.

2. Workflow Configuration:
   In this section, you can configure the following:

   • Content Status: Choose to limit access to specific statuses for the role, ensuring users only interact with content in these predefined stages.
   • Allow Access To: Specify which statuses the users assigned to this role can read or view. For example, you may allow a role to view content that is in Draft or Editor in Chief statuses.
   • Send To: This defines which statuses the role can assign content to. For instance, you may allow users in the role to send content to Approved or Published statuses, finalizing the workflow steps.

This configuration enables a controlled content approval workflow. By limiting which statuses can be viewed or assigned by specific roles, you can ensure that users follow a structured workflow, moving content from draft stages to review and ultimately to publication in a systematic manner.

Other necessary permissions

Alongside content status control, you can further refine the role’s capabilities with detailed Permissions. These permissions control actions such as:

• Read Operations: Viewing content listings, accessing version history, or previewing content.
• Create Operations: Creating new content, using analytics, or previewing content from listings.

By combining workflow configuration and permissions, administrators can build comprehensive workflows that align with the editorial processes and business requirements.