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Drupal CMS: Workbench revisions and approvals
Learn about Workbench in Drupal. It allows editors to preview and compare changes, roll back revisions and approve content or changes by authors in their group.
Workbench allows more control over content publishing.
Rather than publishing immediately with one click, all roles - including those with the right to publish - can check their drafts before they publish.
When you are logged in, the first item in the top toolbar is called My Workbench: this is where you can easily access your own drafts or see a handy list of changes to approve from Contributors.
Roles and workflow
Site Owners and Web Content Managers can publish their own content.
Contributors can create content but this must be approved by a Web Content Manager.
Creating and publishing new content for Web Content Managers
- When you create a new page and click save, this creates a draft of the page.
- If you want to publish, go to 'Publishing options' in the left-hand menu.
- In the dropdown menu under 'Moderation state' click on 'published'.
Asking for moderation for Contributors
- When you create a new page, click on 'Revision information' in the left-hand menu.
- In the dropdown menu under 'Moderation state, click on 'Needs review'.
- The Web Content Manager will now look at the page(s) you created and publish these when approved.
Approving content created by Contributors
Web Content Managers can see a list of pages or changes by Contributors that need review under My Workbench | Needs Review.
To approve you go through the same stages as you do for publishing your own content.
Making changes to existing content
This is exactly the same for making changes to existing content except that you may want to compare your changes to an earlier version.
When you click moderate you will see a full list of revisions for that piece of content.
- You can set the new draft to live by selecting published from the status dropdown.
- You can roll back to an earlier version by clicking revert. This sets the earlier version live and creates a new revision.
- You can compare changes by selecting two revisions and clicking compare.
Deleting content and deleting revisions
You can delete a revision when you click moderate and click delete on an individual revision from the full list.
Do not click delete when you are editing a draft as this will delete the entire web page: this cannot be undone!
Help and support
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