Documents pre-publication system

AGIR has a document pre-publication system, in which the document publication date can be set by a user. The document will remain invisible to the final user until it reaches the publication date. In case a previous version already exists, that version will be shown to the final user until the publication date is reached.

How to activate the pre-publication property?  

1. Open the document page (Image below)

2. Click on Properties and then click on Use pre-publication system.

3. Set publication date: The document will be visible to the final user after the publication date. Save it.

 ATTENTION  When a document is being edited (during the workflow process) with the pre-publication system activated, the document will be both visible and accessible to editors/approvers/administrators before the publication date. The document reaches pre-published status after the workflow approval step is completed (last workflow step). The previous version will be available in AGIR until the publish date. In case there is no previous version, the document will remain invisible to the final user until it is published.

 TIP  The user can read both the pre-published and published versions, switching between them. However, the properties/comments/attachments/links/etc. cannot be changed in the previous pre-published version. These changes will have to be carried out on pre-published version. How to switch between both versions is shown in the image below.

 ATTENTION  Reminders for the publish date can be set manually or automatically. In order to avoid publish date setting errors, please carefully read the Publication Date - What does it means and how to set it? tutorial.

How to open the pre-published documents list?

1. Open the Documents management modules (My documents).

2. Click on Filters and Reports.

3. Click on pre-published. AGIR will list all pre-published documents to which you have access/permission.

How to activate the pre-publishment versions replacement automatic service?

The pre-publication system application is optional, so you will need to activate extra services. The self-publishing service is managed by AGIR Server. With this service inactive, the new version replacement will not take place.

To activate this system, proceed according to the next steps below:

1. Click on User Name and select the AGIR Config option.

2. On the Automations and API'S tab, click on the AGIR server.

3. Create a New Task and select the Publish Documents type. Set the Task name, and set the date and frequency.

After enabling config, the whole pre-publication system will be ready for use.