Publishing makes content items available to end users as web pages. Publisher enables you to:
You can also publish content items to the portal Knowledge Directory using a Publisher crawler.
When you want to remove a published content item from the web server, you can set it to expire. This removes it from the web server but keeps it in the Publisher directory. You can set a published content item to expire immediately or schedule a future expiration.
This chapter provides an overview of publishing and includes the following topics:
When you publish a content item, Publisher performs the following tasks:
Note: | When users in the Editor role and above upload an image file using the Upload Image options in the Long Text property type, the image file is automatically published when the content item is published. When users in a Submitter or Contributor role create a content item through a published content portlet and upload an image file this way, the image file is not published automatically with the content item; it must be published separately. |
Note: | File content items are published without being formatted by Presentation Templates, and independently publishable Presentation Templates are published without content items. The format of the published file content item is determined by the file content item itself, while the format of the published Presentation Template is determined by the Presentation Template itself, as defined in the Presentation Template Editor. The Publisher folder in both cases determines the publishing target (published file location accessed by the AquaLogic Interaction portal server or other web server). |
For more information on Presentation Templates, see Creating Presentation Templates.
For more information on publishing targets, see Configuring Publishing Targets and Preview Sites.
For more information on file content items, see Uploading and Managing File Content Items.
For more information on managing image files in Publisher so that they are published correctly, see Inserting and Managing Files and Images Using Content Item Editor.
This section provides an overview of publication requirements and discusses how to:
To publish a content item, you must meet the following requirements:
For more information on configuring publishing targets, see Configuring Publishing Targets and Preview Sites.
For more information on folder-level workflow options, see Attaching Workflow to Folders.
Using Publisher Explorer, you can publish content items individually, by folder, or by selecting a batch.
To publish all content items in a folder:
To publish multiple consecutive content items or folders:
To publish multiple non-consecutive content items or folders:
In the Content Item Editor, you can publish a content item that is in a publishable state by clicking Publish in the action bar.
You can also use the Publishing Information page in the Content Item Editor to change the file name of the published file, create a publishing schedule (through the Publishing Schedule page), specify a portal Knowledge Directory folder to publish to (through the Publish to Directory page), and set the content item to expire or undo expiration.
For more information, see Using the Content Item Editor.
You can create a publication and expiration schedule for a content item from the Content Item Editor and for a content item or folder from Publisher Explorer. In both cases you use the Publishing Schedule page to create the schedule.
To access the Publishing Schedule page from Publisher Explorer, right-click on the content item or folder and select Schedule Publishing.
To access the Publishing Schedule page from Content Item Editor:
To create or edit a publishing schedule using the Publishing Schedule page:
To create or edit an expiration schedule using the Publishing Schedule page:
Note: | If you schedule publication for a folder, only those content items that have reached a publishable activity in workflow by the scheduled date will be published. |
The Publishing Schedule page also displays the last time the content item or folder was published according to schedule.
For more information on expiration, see Setting Published Content Items to Expire.
You can create a link to a published content item in the portal Knowledge Directory by using the Publish to Knowledge Directory page. Content items that you publish to the portal Knowledge Directory are indexed and appear within the Knowledge Directory folder structure.
You can access the Publish to Knowledge Directory page from Publisher Explorer and Content Item Editor.
Caution: | A content item published to the Knowledge Directory using the Publish to Knowledge Directory page is not deleted from the Knowledge Directory when you set the content item to expire; you must manually delete the document from the Knowledge Directory. To avoid having to delete expired content items manually from the Knowledge Directory, use a Publisher crawler to publish content items to the Knowledge Directory. You can configure a crawler to delete Knowledge Directory documents when their associated content items expire. For more information, see Publishing Content Items to the Knowledge Directory Using the Publisher Crawler. |
To access the Publish to Knowledge Directory page from Publisher Explorer, right-click on a content item and select Publish to Directory.
To access it from Content Item Editor,
To publish a content item to the Knowledge Directory using the Publish to Knowledge Directory page:
You can select more than one Knowledge Directory folder; the content item will be published to each one.
Note: | Only the Knowledge Directory folders for which you have Edit or Admin access in portal security are available for selection. For more information on portal security, see the Administrator Guide for AquaLogic Interaction. |
If you do not override the default, Publisher automatically sets the name and summary description and updates this information in the Knowledge Directory each time the file is indexed. If you do override it, the name and description will always be the ones you enter here.
The published document must be approved by the portal administrator before it becomes accessible to portal users. If you have Admin access in portal security, the document is automatically approved.
Caution: | In order to publish Publisher documents to the portal Knowledge Directory, the portal administrator must have installed the portal's Web Services Server (SOAP Server). For more information, see the Installation Guide for AquaLogic Interaction. |
You can use the Publisher Crawler content source in the ALI portal to create crawlers that import content items in a Publisher folder into the portal Knowledge Directory. This is the recommended method of importing multiple content items to the Knowledge Directory. This is the only way to delete expired content items from the Knowledge Directory automatically.
Like any crawler, a Publish crawler must have an associated job. If you want the job to run automatically, you must configure the portal’s Automation Service to do so.
To create a Publisher crawler:
The folders you see and can select are determined by your role.
Note: | This is the recommended setting, since it enables you to create a crawler that sets all of the crawled files to expire, if the need should arise. |
For more information about the options available on this page, see the AquaLogic Interaction online help.
You can also select whether you want to publish content items that have not yet been published.
You can use the Document Expiration settings, along with the select Apply these settings to existing documents created by this crawler option, to delete all documents previously crawled by this crawler.
For more information about the Document Settings page, see the AquaLogic Interaction online help.
For more information about content types, see the Administrator Guide for AquaLogic Interaction or the AquaLogic Interaction online help.
For more information about advanced crawler settings, see the AquaLogic Interaction online help.
You must also register the job with the Automation Service.
For more information about setting up crawler jobs, see the Administrator Guide for the AquaLogic Interaction or the AquaLogic Interaction online help.
You can publish content items to any web server that is accessible to Publisher over the network or Internet.
To publish content items to an external web site, the administrator must configure the publishing target to the site location. For details on configuring the publishing target, see Configuring Publishing Targets and Preview Sites.
This section provides an overview of expiration and discusses how to:
When you set a content item to expire, Publisher removes the published content files—along with any image files and file properties published with it—from the publishing target. It also removes the content item from the portal Knowledge Directory and the portal search index. Users cannot view an expired content item from the portal or retrieve search results for an expired content item. The content item itself, however, is not deleted from Publisher; it is simply removed from publication.
You can set the expiration of a folder and its entire contents, including the subfolders.
Note: | You must have a Publisher role of Editor or higher to set a content item or folder to expire and undo expiration. |
When you set a content item to expire, Publisher also launches the following events:
Caution: | If you published a content item to the Knowledge Directory using the Publish to Knowledge Directory page (from Publisher Explorer or the Content Item Editor), those documents will not be removed from the Knowledge Directory when you set the content item to expire. To avoid having to delete expired content items manually from the Knowledge Directory, use a Publisher crawler to publish content items to the Knowledge Directory. You can configure a crawler to delete Knowledge Directory documents when their associated content items expire. For more information, see Publishing Content Items to the Knowledge Directory Using the Publisher Crawler. |
Publisher provides the following ways of expiring content:
To set a folder or content item to expire immediately from Publisher Explorer:
You can set multiple content items or folders to expire by using the Shift or Ctrl keys.
The table pane will display the Expired icon in the Status column to indicate that the content item has expired.
To set a published content item to expire using Content Item Editor:
For information about how to create an expiration schedule for a content item, see Scheduling Publishing and Expiration
To publish an expired content item, you must undo the expiration first. When you undo expiration, Publisher launches the following events:
Note: | Undoing expiration does not republish to the portal Knowledge Directory. You must republish to the Knowledge Directory separately, using the Publish to Knowledge Directory page. |
You can undo expiration for a content item using Publisher Explorer or Content Item Editor.
To undo expiration using Publisher Explorer:
You can undo expiration for multiple content items or folders by using the Shift or Ctrl keys.
The table pane will display the Published icon in the Status column to indicate that the content item has been republished.
To undo expiration using Content Item Editor: