How-to
Record Statuses and Publishing
Sending a catalogue record for review, publishing it or returning it to draft, and which actions are open in each status.
Every catalogue record starts as a draft, is sent for review and is published. The status buttons are on the Status card on the right of the record's page and change with the record's status.
Statuses and actions
| Status | Actions open on the card |
|---|---|
| Draft | Submit for review, Delete |
| In review | Publish, Return to draft, Delete |
| Published | Archive, Unpublish, Add a correction notice, Retract |
| Archived | Add a correction notice, Retract |
| Retracted | None, because a retracted record cannot be changed |
While there is an unsaved change, these buttons are disabled.
Sending for review and publishing
- Save the changes on the record's page with the Save changes button.
- On the Status card, press Submit for review and confirm.
- Check that the Metadata quality card says Ready to publish.
- Press Publish.
- Type a reason if you want to, and confirm.
A published record appears on the public site, in search, in the sitemap and in OAI-PMH. The Public page link at the top of the card opens the record's public page. Publishing is written to the audit log.
If the Publish button is disabled or missing, see The Publish button is disabled or missing. The list of required fields is in Catalogue Rules.
Editor approval rule
If the system administrator switched on Catalogue records are published after an editor's approval on the Site settings → Workflow tab, the person who sent a record for review cannot publish it. In that case the card says that you sent the record and that another catalogue editor will publish it.
For a record sent by another editor, the card shows who sent it and when. You review the record and publish it, or you type a reason and send it back with Return to draft. The audit log records the person who publishes as the approver. The rule is explained in Four-Eyes Principle.
Returning to draft
You return a record in review to draft with the Return to draft button. The record leaves review and the editor who prepared it can edit it again. The reason is optional and is written to the audit log.
Permissions needed
Sending a record for review and deleting it need the catalogue edit permission. Publishing, returning to draft, unpublishing and archiving need the catalogue publish permission. Adding a correction notice and retracting are a separate permission.
The Production coordinator role edits records and sends them for review, but cannot publish them. In that case the note "An editor with the publish permission can publish this record." appears on the card.
Actions on a published record
- To take a record off the site or out of the lists, see Unpublishing and Archiving.
- For an error in a published record, see Versions, Corrections and Retractions.
- To change the status of several records at once, see Bulk Actions.