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Western Kentucky University

OU Campus - Self-Help

Publishing Assets Overview

In order for an asset to appear on a published page of an OU Campus site, it must first be published. Once a page has subscribed to an asset, republishing an asset updates the page and republishes all subscribing pages. When a user attempts to publish an asset, the Publish Asset dialog is displayed with the following elements:

  • Final Check: If enabled, this tab allows users to enter a Version Description to help users identify appropriate versions when making a comparison or a revert to the asset. There is a 256 character limit.
  • Schedule: Scheduling the asset for publish will not update the asset right away on any pages it is being used.
  • Cancel: Cancel the publish.
  • Publish Now: Publish the asset and all subscribing pages to the production server.

Publish Asset Dialog

When an asset is published, the content of the asset is saved to the database and is added to the versioning system. All pages containing the asset are updated using the latest of the file on the staging server. The current version of the page will not be published to prevent premature changes to the production server. In addition, publishing assets does not have an affect on pages that are checked out to other users or are in the workflow system until the pages are checked back in.


Publishing an Asset

An asset can be published by an administrator either from the Asset Actions toolbar or from the Asset list view. It is important to remember that the ability to perform a publish on assets will become unavailable if the asset is currently assigned to or checked out to another user. To publish an asset from the Asset list view:

  1. Navigate to the Asset list view by selecting Content > Assets from the global navigation bar.
  2. Hover over the target asset's row and select Publish from the list of available actions. The asset does not have to be checked-out in order to publish.
    Asset List View Publish
  3. Once the Publish Asset dialog is displayed, input an optional version description and click Publish Now.

it is important to remember that in order to publish an asset from the Assets Actions toolbar the asset must first be checked-out. To publish an asset from the Asset Actions toolbar:

  1. Navigate to the Asset list view by selecting Content > Assets from the global navigation bar. Select the lightbulb icon to check the asset out.
  2. Click the asset's linked name or choose any action to be taken to one of the various screens that contain the Asset Actions toolbar.
  3. From the Asset Actions toolbar, select Publish. Asset Actions Toolbar
  4. Once the Publish Asset dialog is displayed, an administrator can input an optional version description and click Publish Now.

Submitting an Asset for Approval

An alternative to publishing an asset is submitting it for approval. When an asset is sent to another user for approval, the sender will be temporarily unable to perform any actions on the asset until the approver has reviewed the asset to be published or declined. When a user submits an asset for approval the Submit for Approval dialog is shown which displays the following elements:

  • To: Allows administrators and users to select an approver to send the asset to. If Enforce Approver is set, a choice of approvers is not available.
  • Subject: Helps users identify the file for review by providing a brief subject or name of the file.
  • Message: A message can be optionally input to help users identify the file or the changes that have been made.
  • Send Copy to Email: If this checkbox is selected, it sends the message and link to the page to the approver's email, as well as within the OU Campus internal messaging system.
  • Cancel: Returns the user to the previous screen.
  • Submit: Sends the asset to the approver for review. Once the asset is submitted for approval, the sender will temporarily be unable to perform any further actions on the asset. However, the asset is still available for preview.

An asset can be sent to another user for approval either from the Asset list view or by using the Asset Actions toolbar. It is important to remember that for this functionality to be available for both methods that the file must first be checked out to the user. To submit an asset for approval from the Asset list view:

  1. Select the lightbulb icon next to the target asset's name to check out the asset.
  2. Hover over the target asset's row to display the available actions. Select Submit for Approval from the Publish menu.
  3. Once the Submit for Approval dialog is displayed, fill out all necessary information and select Submit.

To submit an asset for approval using the Asset Actions toolbar:

  1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. Select the lightbulb icon next to the target asset's name to check out the asset.
  2. Hover over the target asset's row to display the available actions. Select Edit.
  3. Once on the edit screen, select the drop-down arrow on the Publish button to display additional publish options. Select Submit for Approval.
  4. Once the Submit for Approval dialog is displayed, fill out all necessary information and select Submit.

Performing a Scheduled Publish

A user can define a future date for the asset to auto-publish using the Schedule Publish feature. If a scheduled publish is set, the asset is not published until the date of publish. On the predefined date, the asset and all subscribing pages are updated and published to the production server. Scheduled publishes can be set from the Publish Asset dialog using the Schedule tab. The following elements are displayed in the Schedule tab:

  • Date: Administrators and users can either input a date manually or select a date by clicking the text field once. This displays a calendar from which the user can select dates. Click the X icon to clear the date.
  • Time: Administrators and users can either input a time manually or select a time by clicking the text field once. This displays a time counter that can be modified using the up and down arrows to select hours, minutes, and AM/PM preference.
  • Repeat Every: Users manually enter a number in the text field and then select a corresponding unit of time in the drop-down directly to the right of the text field.
  • Notification: Allows users to create a notification and have it sent both within the internal OU Campus message system as well to an external email.
  • Cancel: Returns users to the previous page.
  • Schedule: Creates the scheduled publish. No visible actions are taken and the user is returned to the previous screen. The file will auto-publish on the date defined by the user.

An asset does not have to be checked out by a or user in order to set a scheduled publish. A scheduled publish can be performed from either the Assets list view or the Asset Actions toolbar. To set a scheduled publish from the Assets list view:

  1. Navigate to the Asset list view by selecting Content > Assets from the global navigation bar.
  2. Hover over the row of the target asset to display a list of the available options. Select Schedule from the Publish menu.
  3. Once the Publish Asset dialog is displayed, select the Schedule tab.
  4. Fill out the necessary fields and click the Schedule button.

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 Last Modified 9/25/14