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Working with scheduled content

This page gives an overview of how to update content which is scheduled or published. To understand how content is scheduled and the way in which events, editions, slots and snapshots are used in the process, see Scheduling overview.

Identifying where content is used
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Before making changes to content that's scheduled or published, first identify where that content is used. This will ensure that you know the impact of your changes. You can easily check whether or not a content item is in use and where it is used, by using the content item usage panel.

When you know the potential impact of any updates you are going to make you can update content in the following ways:

  • Update scheduled content - When a content item is scheduled it is associated with an edition and optionally a slot, specifying when and where the content will be published to your audience. For information about how to update scheduled content, see Updating editions

  • Update published content - Once content has been published you can still make changes to it. See updating content in slots.

  • Tag snapshots to editions - You can quickly make a piece of content available by tagging it to an edition. See tagging a snapshot to an edition.

Updating editions
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In some circumstances content producers may wish to update content items that have already been added to one or more edition slots. For example, on noticing a spelling mistake when previewing the edition content. The update editions feature makes this easy by allowing the content producer to push such updates directly from the content editing window.

The planner can choose whether to lock or unlock each instance of content in a slot. This lock is shown in the content usage panel and allows planners to be in control of which content in an edition can be updated from the production view.

Locking and unlocking content in slots
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An icon is shown to the left of each content instance in the content usage panel indicating whether the content in this slot can be updated. In the example below, a previous version of the "Winter collection coats" content item is used in the "Home page hero banner slot" in the "Festive promotion" edition, but this content instance is locked. In order for this content to be updated, the planner must unlock the content instance.

The content instance in the Festive promotion edition is locked

If a content instance is part of a scheduled edition, then it will be shown with a blue lock icon in the content usage panel. The edition would need to be unscheduled before the content could be updated.

Editing content in a slot
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When the Update editions feature is enabled, a lock status is shown for content items added to slots. By choosing to lock or unlock a content item, the planner can control whether the update editions feature can be used to update the content.

In the example below, the "Winter collection coats" content item added to the "Home page hero banner slot" has been locked and cannot be updated. In the content usage panel in the production view, this content instance would be shown as locked and not updatable.

Note that when update editions is enabled, content added to slots will initially be unlocked. Content added to slots before the feature was enabled will be locked. When update editions is not enabled, hovering over content in a slot in an unscheduled edition will show the edit and trash icons to allow you to edit or remove the content.

To unlock a content item in a slot, hover over the slot content and click the unlock icon.

Hover over content in a slot to lock or unlock

The content instance is now unlocked and shown as unlocked in the content usage panel. It can be updated using the update editions feature or edited or deleted from the slot view in the edition window.

The content is unlocked and can be updated

When an edition is scheduled, each content instance is marked with a blue lock to show that it cannot be updated. In order to update the content, the planner would need to unschedule the edition.

Content in slots in scheduled editions is shown with a blue lock

Content instances that can be updated show up with a status of "can be updated" when you hover over the unlocked icon next to the item in the list. As shown in the example below, all the content instances of the "Winter collection coats" item are unlocked and can be updated.

All content instances are unlocked and can be updated

Updating content in editions
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In this example we've made a change to the image used in the "Winter collection coats" content item and want to update all the slots in all the editions that this content is used in.

To choose which content instances to update, choose "Update editions" from the Save menu.

Update edition is available from the Save menu

A list of the slots and editions that contain the content is shown. Choose which content instances to update from the list. If a content instance is locked, the check box will be grayed out. The update button will reflect the number of instances that you are updating.

Click the update button to push the updates.

The content will be updated in 2 slots

When the updates are complete a green tick is shown against the updated instances. In this example we have chosen to update the content in the "Home page hero banner slot" in both the "Get ready for the festive season" and "Great bargains. Style on a budget" editions.

All of the chosen content instances have been updated

These slots are now updated with latest version of the content. If we look at the "Festive promotion" edition, the "Winter collection coats" image in the "Home page hero banner slot" has been updated.

The updated home page hero banner slot in the Festive promotion edition

The "Home page hero banner slot" in the "Great bargains. Style on a budget" edition is also updated with the latest version of the "Winter collection coats" content item.

The Great bargains. Style on a budget edition also contains the latest version of the content item

Once the planner is happy with the updates, they can lock the content instance to ensure that it can no longer be updated.

Updating content published to slots
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In some cases you might have populated an edition with content and scheduled it to go live. Once the content is published you decide that one piece of content needs to be updated. Perhaps you need to use a new image for a banner, or update the text in a blog post. You might choose to create a new edition and include just those slots containing the content that needs to be updated, or you can just publish a new version of those content items.

In the example below an edition has been scheduled and content has been published to its slots on the edition start date. One of the content items is a "hats for all seasons" banner, as shown in the image.

Content published to a slot

This is how the content from within this edition is shown on the website home page.

The published content

When viewed in the content library, the publish status icon is a green tick, indicating that the latest version of this content is published. To update this content double-click to open the content editing window.

The content item publish status

A new image has been chosen and the content saved. Notice that the publishing status icon is now a green cloud, because we have updated the content and the published content is no longer the latest version.

The content is updated

To publish the latest version of the content, choose "Publish" from the "Save" menu. Note that if the content had not been saved then this item would be named "Save and Publish".

Publishing the updated content

The content is now published and the publish status icon changes to a green tick.

This is now the latest published version

The updated "Hats for all seasons" banner is now available and can be consumed from our website, replacing the version published when the edition went live.

Consuming the updated content

Tagging a snapshot to an edition
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One way to make a piece of content available to add to an edition in the scheduling view is to tag a snapshot of the content to an edition. This feature is useful if you want to make a specific version of a content item available to add to slots and editions. It makes it easy to work with multiple versions of the same content.

To tag a snapshot to an edition, choose "Tag to edition" from the Save menu in the content form.

Save snapshot to edition has been renamed to Tag snapshot to edition.

Select the event and edition to tag this content with. In the example below, the content is tagged to the "January sale edition".

Choose the edition to use to tag the snapshot.

The snapshot of the "Winter sale banner" is now tagged to the "January sale edition" (1 in the image below), making it easy to find the right snapshot to add to a slot or directly to an edition. This snapshot represents the specific version of the "Winter sale banner" that we saved. If we made a change to the banner, then we could choose "Tag snapshot to edition" again to tag the newer version of the content.

Snapshots can be added to multiple editions, tagging content to an edition is just a convenience to make the snapshot easier to find.

The snapshot is tagged with the edition in the snapshot browser.

Content versions
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When you save a snapshot to an edition, you are saving a representation of exactly how the content appears at this point in time. This allows planners to be certain that the content they approve and schedule is exactly the version of the content that will appear when the edition goes live.

If the content is subsequently updated then a new version of the content will be created. In order for the updated content to be available to the "January special offers" edition, the content producer would need to save the updated snapshot to the edition. There would now be more than one version of the content available to the planner and they would be able to preview each version and choose the one they want to use.

An edition cannot contain different versions of the same content and if such a condition occurs, then the edition cannot be scheduled until the conflict is resolved. See the resolving version conflicts page for more details.

The content item usage panel
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The content usage panel makes it easy for planners and content producers to track the editions and slots that contain a piece of content. Available from the content form, the panel allows you to keep track of where each version of a content item is used and which slots contain the content.

If you update a content item and want to update it in one or more editions or slots, then you can choose to update selected editions directly from the content form using the update editions feature. Alternatively you can easily navigate to each edition from the usages panel.

To display the usage panel for a content item, open the content form by choosing "View" from the item's menu in the Content Library, and select the "Usage" icon as shown in the image below.

The usage panel will open, listing each of the editions to which this content has been added and, if it's added to a slot, the slot that contains the content. The list is grouped by events.

In the example below, the "Great looks for winter banner" has been added directly to 3 editions and to the "Home page main content slot" in the "January sale edition".

The usage panel for the winter collection image

Planned status
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If you hover over an edition or slot in the list, two additional icons are displayed: planned status and properties. Clicking the planned status icon will show the status of the selected edition, as well as its start and end date, name, the event that contains it and the slot to which the content is added. An edition will only be shown in the list if it is in a draft state, or has been scheduled. Published and expired editions can no longer be edited and so are not included in the list.

In the example below, the "October promo" edition is in "Draft" mode so it can be updated. If the edition was scheduled, then the planner would need to unschedule it in order to update the edition with a new version of the banner.

The status of an edition that contains the content item.

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Clicking the properties icon will display a window including the item's created date. This is the date that this version of the content was added to the edition. You can find out more details about how to add content to an edition in the adding content to editions and adding content to slots pages in the scheduling section.

The created date shows when the content was added to or saved to the edition

Viewing events, editions and slots
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You can open any event, edition or slot shown in the usage list, by hovering over and clicking its name when highlighted. You'll be taken to the event, edition or slot that you selected.

In the example below "Home page feature slot" is highlighted. Clicking the slot title will take open this slot in the "November pop up edition".

Clicking a slot title will open the slot in its edition

The "November pop up edition" details window is now displayed, with the "Home page feature slot" open. Because this edition is scheduled, you'd need to unschedule it in order to edit the slot's content.

The edition details window is displayed with the slot open

Viewing the usage of linked content
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For nested content, such as a carousel containing a one or more carousel slides, or a grid consisting of a number of images, the content usage window will only show usages of the top level content and not the items it contains.

For example, the "Winter carousel", as shown below, contains three carousel slides. The content usage panel for the carousel shows that it has been added to the "feature page carousel slot" in the "january sales" edition.

The content usage panel for a carousel

If we open the usage panel for one of the content items included in this carousel, a message is displayed explaining that there are no usages. The usage information is displayed for the carousel itself and not for the items it contains.

Usage for a carousel slide is not shown in the usage panel

The content usage panel

Viewing and editing content

Editing content in a slot