Handover and review

In an editorial team where authors do not publish by themselves, an article passes through several hands. The system offers four statuses, a note for the newsroom and e-mail notifications for this. A one-person newsroom does not have to deal with any of it – it writes and publishes straight away.

The path of an article

1. The author writes. The article has the status Draft – in progress. Only the editorial team sees it.
2. The author hands over. They switch the Status to For review – done, please check and save. The system confirms that the article will appear on the site once an editor publishes it. People with the right to publish receive an e-mail.
3. The editor checks. They find the article on the Dashboard in the Waiting for you table and in the article list under the For review tab. They open it, read it and edit it.
4. The editor decides:
   • Published – the article is published immediately, or at the time set in the Publish date field,
   • Approved – waiting to be published – the text is fine, but publication is waiting (for a photo, an embargo, a decision about the front page),
   • Draft – in progress – the article goes back to the author for rework.

The statuses Approved – waiting to be published and Published can be set only by someone who may publish – see Roles and permissions.

Note for the newsroom

The Note for the newsroom field is in the Publishing panel below the status. It is shown as soon as the editorial team has more than one member. The note is never shown on the site.

It suits messages that belong to the handover:

• author: “Figures in the third paragraph verified with the spokeswoman, the photo arrives by 3 pm.”
• editor, when returning: “The other side's statement is missing, please add it.”

The text of the note is included in the e-mail about the handover for review and about the return.

Who gets an e-mail and when

Details:

• A user restricted to selected sections gets notifications only about articles from their sections.
• The e-mail about publication contains the address of the article on the site. For an article scheduled for the future it contains the time when it will be published.
• The e-mails about review and return contain a link straight into the article editor.
• Everyone gets the message in the language they have set for the administration.
• The notification is sent when the article form is saved. The Publish button in the article list publishes the article without an e-mail to the author.
• Switching to the status Approved – waiting to be published is not announced by e-mail.
• Blocked accounts and accounts without an e-mail address get nothing.

For the e-mails to really arrive, the site must have mail set up correctly – see Mail.

Turning notifications off

Everyone controls notifications for themselves: My account → E-mail notifications → e-mail me when an article awaits proofreading, is published or is returned for rework. The option is on for a new account. Notifications go to the e-mail address given in the account.

Where you see what is waiting for you

• Dashboard → Waiting for you – articles for review, approved and scheduled, with the author and date. An author sees only their own articles here.
• The counts For review, Drafts and Scheduled on the Dashboard.
• Content → Articles – the tabs For review and Approved. The option Show only my articles narrows the list down to your texts.
• Editorial calendar – an overview by publish date.

When two people work on an article

An open article is locked for whoever opened it first. The second person sees a message with the colleague's name. Agree on who will continue – otherwise you will overwrite each other's changes by saving. Every save with a change to the text also creates a version, so overwritten text is not lost: see Scheduling and revisions.

Related

• Roles and permissions
• Account and sign-in