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by Portal Web Editor last modified Apr 01, 2013 11:46 PM
Description of the private, public draft, and published 'state' of content on the portal.

Content, by default is created in a private state. Only the person who created it (owner), the users and groups that the owner chooses to share with, and portal managers can see it.

To change the state of content with the item's State drop down menu:

1. To submit content for review, locate the state dropdown menu, and select make visible. This sets the content state to internal onlyNote that users who are not logged into the portal cannot see internal only content. Users who are logged in to the portal can see internal only content.

State Make Visible




2. To publish content, i.e. to make publicly available for viewing, locate the state dropdown menu, and select publish.

State Publish

Note that you have permission to publish content in you’re personal my folder, and in your group.


3. Note that content cannot be edited in the published state, except by portal managers.  You must retract the content's state to public draft or private to edit the contents.

To retract content, set the state to retract.  If you have permission to edit the content, that is, you are the owner, an edit tab will become available, allowing you to modify the content.

State Retract

For information on editing content see the section on Content Actions: The Edit Tab.



To change the state of content with the Change State button:

1. You can change the state of single or multiple items in a folder using the Change State button. First, click the Contents tab.

Contents Tab


2. Check the items whose state you would like to change and click the Change State button.

Change State Button

3. Pick the desired state and Save.

Publishing Process

Group Email

Email members of the Group.

Not logged in

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