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Switch between draft and published
- Robert Alexander Marshall
Overview
A workflow with a final state differentiates between content in a draft state, content in the final state, and the final state version.
Adding a final state to your workflow supports same-space publishing of content. The workflow treats the published version of content differently to draft (unpublished) versions.
By default
users with view-only permission will only see the most recently published version - the final state version. They also can't see draft content versions
users who have edit or admin permission can see all versions, and easily switch between the latest published and draft versions using link breadcrumbs added to the page
In same-space publishing, the published version is the version created on a transition into the final state in the workflow.
Editing of content in the final state will create a new version but the final state version will remain as the version created on transition into this state.
This is why it is good practice to transition out of the final state if the content is changed, for example by adding an updated transition to the final state.
Byline links
The byline breadcrumbs on a page depending on whether you are viewing a draft state, the final state or the final state version.
Visibility of these byline breadcrumbs and links is configured by the app based on the Confluence user permission.
Draft state
If both published (final state) and draft versions are available, you will see an additional link, in parentheses, on the workflow status bar.
the link with the state indicator circle, ( Review ), is the version you are currently viewing. This is the content draft state
the link in brackets, ( view “Published” ), will take you to the published version of the page. This is the version created on the last transition to the final state in the workflow - the final state version
Final state
A final state will be, by default, displayed on the page subtitle with a green state indicator circle (or green lozenge in workflow builder)
The transition to the final state sets the workflow final state version. When the content is in any other state in the workflow the content will be treated as draft content.
Editing of content in the final state will create a new version but the final state version will remain as the version created on transition into this state. No link will to the final state version is added to the byline on the content in the final state.
Final state version
In the published final state version, the status bar will display an additional link if there is content being edited in a draft state.
This a view of the final state version and is NOT a view of the content in the final state.
the name of the final state is displayed in the byline for information. This is not a link and does not access the workflow popup
the current content is in the draft state shown in the link in brackets (view "Review")
In the default app configuration, only users with are space admins or page editors (Confluence 'edit and view' or 'admin' permission) will see these status bar links.
URL for published content
When switching between draft and published content, you may notice that the URL changes.
For example, if the draft content was at the following URL:
https://confluence.yourcompany.com/display/SPACEKEY/Some+PageThe published content could be found at:
https://confluence.yourcompany.com/display/public/SPACEKEY/Some+PageNote the insertion of /public in the URL.
This only applies to users who have edit or admin permissions, as two URLs are required to differentiate between which version of content they are looking at.
Ordinary users, with view-only permission, will always see the normal URL.
App configuration
Setting | Where | Notes |
|---|---|---|
Workflow Activity and Drafts Visibility | Determines which users can see unpublished drafts. | |
Default View | Determines whether published or draft content is seen by default. | |
Published View Macro Transform | Determines whether the macros
display most recently published version or, regardless of workflow state, the latest version of content. |