Introduction

This guide is intended as a quick reference guide to publishing with the Sitecore Publisher role. Please review the Publisher role capabilities and contact Web Services if your Sitecore user role does not meet your unit's publishing requirements.

If you are unfamiliar with the terms in this guide, you may find this Glossary helpful. If you are unfamiliar with navigation the Sitecore Ribbon, you may find this guide helpful.

Capabilities

The Publisher role has the following capabilities:

• Edit existing content
• Add new content to pages
• Add, edit media items
• Approve/reject submissions from other user roles
• Add items (i.e. pages, data sources)
• Add/remove components
• Publish content
• Delete items (e.g. Pages)

Approving/rejecting submissions from other user roles

Users with an author role can edit content on the intranet and submit them for review. As a publisher, you can approve these edits for publishing.

Approving submissions

In the Content Editor, navigate to the item you would like to approve. In the ribbon, open the Review tab. In the workflow section of this tab you will see Approve with a green check mark next to it. To publish the item, simply click Approve.

Rejecting submissions

In the Content Editor, navigate to the item you would like to approve. In the ribbon, open the Review tab. In the workflow section of this tab you will see Reject with a red x next to it. To reject the item and return it to the author, simply click Reject.

Publishing content

IMPORTANT: Every time you lock and edit an item you will need to publish your changes using this workflow. The "Publish" button will not work if your item has not been submitted for publishing in this way.

1. When your item is ready for publishing, click the Save button to make sure all edits have been saved.
   
2. In the ribbon, navigate to the Review tab and click Submit. Your item will now enter the publishing queue. It should publish within a few seconds. You DO NOT need to also use the Publish button to publish your content.
   
   NOTE: When an item is submitted all subitems will publish (assuming they have already been approved or submitted. Otherwise each subitem will be published when they are approved and submitted manually). Related items that do not require approval/submission such as images and files will also publish.
   
   POTENTIAL PITFALL: If many items enter the publishing queue at the same time, the publishing queue may become backed up and take a few minutes to clear. If your newly published item isn't immediately appearing on the live site, DO NOT PUBLISH AGAIN. This will just further back up the publishing queue. Instead, you can check the publishing queue to ensure your item is in the queue.

Checking the publishing queue

1. Navigate to the Sitecore Dashboard and select Desktop.
   
2. Click on the Sitecore icon in the lower left corner to open up a menu. The items available in this menu may differ depending on your permissions. Select Publish Viewer from this menu.
   
3. A list of items awaiting publishing will appear in this view. If your item does not appear and you followed the instructions outlined in How to publish content, first check the Publishing section of the Common Pitfalls guide, and if none of the common pitfalls apply to you, contact webhelp@uchicago.edu.

Hiding previously published pages

1. Select the page or item you would like to unpublish. You do not need to lock and edit an item to unpublish it. Navigate to the Publish tab of the Sitecore ribbon. Click the Change button.
   
2. Under the Item tab, uncheck the Publishable box. Click OK.
   
3. Save your changes, and navigate to the Publish tab of the Sitecore ribbon. Click the arrow next to Publish. A drop down list opens. Select Publish item. Never select Publish site.
   
   POTENTIAL PITFALL: If you locked your item, this method of publishing will not work because by locking your item you put it in a draft state. If you try to publish in this way, a warning message like the one shown below will indicate the item is in the Draft state and will not be published. Click Cancel and proceed with the workflow outlined in How to publish content instead.
   
4. A Publish Item menu appears. Ensure that Smart publish is selected and Publish subitems and Publish related items are NOT selected. Click Publish.
   
5. In the browser, refresh your page - you should see a 404 error message. The page is no longer published.

Deleting previously published pages

1. Complete all steps to unpublish your previously published page. Refresh your page - you should see a 404 error message.
2. Right-click on your item in the site tree, and select Delete. You will be prompted for a confirmation, and your page will be deleted.

NOTE: Deleting a page will break any links that lead to this page. Be sure to replace or remove any links leading to your page before you delete it.