Working with published items

Items are not visible on a Web site until they are published. Once published, an item can be expired, or returned to a draft state.

Working with published items not using a workflow

To create a new draft item:

open a non-workflowed published item in edit mode and click Save as Draft. This will create a draft copy of the published item without removing the published item from the live site.
open a non-workflowed published item and click Change to Draft. This will change the state of the item from "published" to "draft" and the item will no longer be visible on the live site.

Working with published items using a workflow

You use the following buttons to work with items during a workflow.

Table 1. Stages
Stage	Details	User types
Next Stage	Used to approve an item and send it to the next stage in a workflow.	Editor, Manager, Administrator
Process Stage Now	Manually processes an item if its status is pending. All actions in the stage are processed.	Administrator
Approve Workflow	This is used to approve an item when joint approval is set.	Approver, Administrator
Previous Stage	The previous stage button returns an item to the stage previous to the current stage. This button is only available for administrators and managers, or on workflow stages that have been configured to enable approvers access to the previous stage button. If the current stage contains a publish action, the item status will revert to draft when returned to the previous stage. The published version is removed and is no longer visible on the live site. When an item is moved to the previous stage, the entry workflow actions on the previous stage are executed, but the exit workflow actions on the current stage are not. Note: The previous stage button is not enabled: on published items that have children. on published items where a draft already exists.	Approver, Manager, Administrator
Create Draft	Creates a draft copy of a published item. The published item is locked on the rendered site, while a copy of the item is sent through a workflow. Once the draft item has been approved for publishing, it replaces the published item.	Approver, Administrator
Restart Workflow	Sends an item back to the first stage of a Workflow without activating the reject stage. The item no longer appears as published and is removed from the rendered site. Note: When you restart a workflow, any actions set to run on entering the first stage will not be executed. Note: When you restart a workflow with multiple stages, a draft item is created in the first stage. In addition to this, the item will also appear in the deleted items view so that the last published version of the item can be restored. Once the draft is republished, the version in the deleted items view is removed. Note: Items with references cannot be restarted in the workflow. References includes link components, link elements, and embedded links in rich text or HTML fields. You will need to remove these references before you can restart the workflow of the item. Use the view references dialog to see if references exist. This restriction is to prevent broken links appearing in your site.	Approver, Manager, Administrator