Publishing Documents¶
As part of the content management functions, MAGIQ Documents has included the ability to specify a publishing rule for a document.
Those rules include:
Latest Version¶
The latest version created is published
Latest Approved Version¶
Based on whether the document has been approved via a workflow, then the workflow approved version will be the published verison
Tagged Version (specific tag)¶
If a tag has been applied to a version, that version will be published
Specific Version¶
A specific version is published, while the other versions are unpublished
Unpublished¶
Document is in "darft" until it is ready for publishing
Publishing rules can be used so that a document that requires updating, such as an operational policy can reside in any MAGIQ Documents library. Changing the publishing rule allows staff members to work on an unpublished version while other members of staff can be viewing a specific version If the document resides in an anonymous or public library, the library policies of Hide Incomplete Documents, Hide Unpublished documents, Hide Expired Documents, Hide Approved documents apply.
Scenario One - Documents residing in any library¶
An operational policy can apply to the Library, so that while someone is making changes to a document or the document has not yet been approved by Council a specific version can be displayed. When the changes have been approved, the publishing rule can then be changed to display the latest version.
Scenario Two - Documents within anonymous or Public Libraries¶
As Council agendas are made available to the public, instead of having two copies of the agenda registered (one in the Business Classification scheme and a copy in the public library), one copy can be registered into the public library and then updated each time. The publishing rule would be changed to specific version for the version of the agenda that is to be made available to the public
Difference between Percentage Complete and Publishing Rules¶
Percentage Complete - (This is something that is not used regularly.) Setting the percentage complete to 100\% means that the document cannot be edited, however, the user is able to change to a percentage less than 100 to allow editing.
Using publishing rules, allows a specific version to be displayed while another version is being edited.