Change the Status of Assets

All digital assets are considered to be drafts until they’re specifically changed to a different status, such as “approved” or “in review.”

Here’s what you need to know about changing the status of an asset:

  • The status of an asset can only be changed when you view the asset.
  • Keep in mind that only managers or owners of a collection can change the status of an item. If a collection was shared with you and you don’t have a Manager role, you won’t be able to change the status. Also, you can’t unpublish or delete objects that are being used. It must be removed from the website where it’s used before its status can be changed.
  • If you upload a new version of a digital asset, it’s automatically labeled as Draft.
  • In order to publish something (asset repositories only), you must have at least a Contributor role on the channel where the asset is managed.

An item’s status is designated by its icon:

  • blue circle with white up arrow Published (asset repositories only)
  • green circle with white dot Approved
  • red circle with white X Rejected
  • gray circle with vertical white line Draft
  • gray circle with white A Translated
  • yellow circle with a horizontal white line In Review

To change the status of an asset:

  1. On the Assets page, right-click or select the asset.
  2. Choose the new status from the right-click menu or the Workflow menu.

If the item has translated versions (asset repositories only), right-click or select the item, then choose Manage Languages from the right-click menu or the Languages menu in the actions bar.. You can only change the status of a translated version if it’s been approved. If the item hasn’t been approved, a status change isn’t shown as a menu option.

Asset Workflows (asset repositories only)

If your service and content administrators have configured Oracle Content and Experience to use additional workflow options, a change in asset status may be done automatically as an asset moves through a workflow. For more information on using additional workflow options, see Use Workflows.