09Documentation
Approving and publishing
The way of a change from your draft to everybody else: accept, have it approved if you wish, publish.
The Changes panel
Click Changes in the column on the left. The panel shows everything in which the draft differs from the approved version, in two stacks:
- Live — documents with changes nobody has confirmed yet. You can keep writing in them, and the agent may rewrite them on its next run.
- Accepted changes — what somebody has accepted (✓). It is done and waits to be published.
Click a document in the list to open it with its changes marked. The stacks have small buttons:
| In the app | What it means |
|---|---|
| ✓ on Live | Accepts all the work in progress at once. |
| ✗ on Live | Discards all the work in progress. Careful — the text goes back to what it was. |
| ↺ on Accepted changes | Returns everything to Live. Nothing is lost; it only becomes open for editing again. |
| ⓘ | A short explanation of the two stacks, inside the app. |
At the bottom is the draft’s card with its name and a count — “4 changed files · 3 new versions”, say — and under it a sentence that says exactly what will be published.
Asking for approval
This step is optional. Use it when somebody else should see the change before it is published — a manager, a colleague from quality.
- At the bottom of the Changes panel, click Ask for approval….
- Under Who should approve it, pick a colleague. In Message (optional) you can say what to look at.
- Click Send the request.
The colleague gets a notification in the app and an e-mail with a link. In your panel a “Waiting for approval” line appears with their name and a Take back button, should you change your mind.
What the approver sees: a Waiting for me block in the app and a notification on the bell. The document opens read-only, with the changes marked. They then either publish the draft, or return it with Send back with a note — nothing is lost by that, you only get a message saying what to change.
Publishing
- Make sure that what should go out is in the Accepted changes stack. While nothing is accepted, the app says: “Nothing to publish yet — first accept (✓) at least one change.”
- Click Publish to the approved version….
- Read the confirmation and click Publish.
The confirmation has two forms, depending on what is left in the draft:
- Something is still in progress — only the accepted changes are published. The work in progress stays in the draft and you keep working on it.
- Everything is accepted — everything is published and the draft is closed by that. It stays in the history.
When the approved version changed in the meantime
Somebody else may have edited and published the same place in the meantime. Publishing then stops and lets you choose which wording holds. The app walks you through it step by step and discards nothing by itself.