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Each asset has a status of either Modified, Ready to Publish,
or Published:
Modified assets are typically assets that have
not been finalized. When you create an asset (including a letter
template), its status is set to Modified.
Ready to Publish assets are complete and are ready
to be published for use. These assets can be published automatically
when publishing a dependent asset. An asset is marked as Ready to
Publish if you explicitly marked, or if the system updates a Published
asset.
Published assets are used in the final correspondence.
When publishing an asset, all the assets that use this asset, or
ones this asset use are scanned to ensure that they are in a Published
or Ready To Publish state. All of the assets in Ready To Publish
state are published automatically. If any asset is in a Modify state,
the publish operation is aborted. When editing a Published asset
it is moved to the Modified state.
Data Dictionaries are not published automatically along with
dependent assets. You are required to explicitly publish Data Dictionaries
separately. When publishing or reverting assets the state of dependent
assets, parents and children, can cause unexpected results. Here
are a few examples:
Action
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Result
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Mark an asset ReadyToPublish and then try to
publish it.
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On publishing a never published asset, only
its children are published along with it. If the asset has no child
asset, it is published successfully.
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Reverting an asset with dependencies that has
never been published
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Message is shown that an asset that is never
published and has dependencies cannot be reverted. Revert operations
cannot be performed on never published assets if there are dependencies
on this asset.
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Reverting an asset with no dependencies that
has never been published
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Message is shown that revert operation deletes
this asset because it has never been published and there is no dependency
on it. Upon clicking OK, the asset is deleted.
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Mark asset as ready to publish, while some of
its children are in the Modified state, and then try to publish
it.
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A dialog is displayed with error message
that asset cannot be published, because some of its children are
in Modified state. On publishing a never published asset, all of
the children are published along with it, which requires that all
the children be in Published or ReadyToPublish state.
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Mark all children of an asset as ReadyToPublish,
and Publish the asset.
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A dialog is displayed with message that
publishing this letter also publishes the dependent assets. Upon
clicking OK, all the assets are published.
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Mark an asset ReadyToPublish and then Publish
while the parent is in the Modified state.
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A dialog is displayed with message that
this asset cannot be published because its parent is in modified
state. When publishing an asset that has been published earlier,
all the parent and child assets are in ReadyToPublish or Published
state.
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Republishing an asset whose child asset has
another parent asset with a different child asset in the Modified
state.
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A dialog is displayed with message that
this list cannot be published because an asset is in modified state.
When publishing an asset that has been published earlier, all the
parent and child assets along with their dependencies are in ReadyToPublish
or Published state.
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Publish all assets. Modify a child asset
to add variable (to update all parent asset states to Ready to Publish
- when editing the parent letter, for example, the new variable
is visible in the data mapping tab). Revert the asset.
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A dialog is displayed with message that
this operation updates the parent asset. Upon clicking OK, the child
asset is reverted to its last published version and the new variable
mapping is removed from the parent asset.
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Note: When publishing a letter, remotely associated assets are
also shown as dependencies. For example, if you create a letter
with a condition using text assets, then create a second letter
that uses the same condition, and finally create a third letter that
uses the same text assets, when you publish the letter, all letters,
text assets, and conditions are listed as dependencies. When you
mouse over the dependencies their associations are shown.
Template Authors and Employees Interfacing with CustomersThere are two users that have distinct roles when performing
publishing tasks: Template Authors: create Content
(such as Text paragraphs, Images, Lists, Conditions, and so on.)
and Correspondence Templates. The authors typically work using the
Manage Assets user interface to Create, Edit and Manage assets.
They also use the Create Correspondence user interface, for previewing the
correspondence templates. Content (or Assets) created would lie
on this instance until published. Once published, the asset is versioned
and replicated over to the Publish instance.
Employees Interfacing with Customers: create/generate
the final correspondence, using the available/authored templates
and content. These employees typically work using the Create Correspondence
user interface, to interactively generate the final correspondence,
based on the defined template. Once the correspondence creation
is complete, they finish the correspondence by either submitting
the same to their end workflow, or saving it as draft, or other
custom actions that are configured on the application.
Reverting an assetTo revert an asset, select the asset from the list and
click the Revert button. The warning message box for that
asset is displayed, explaining the selected asset reverts to its
previously published version. Select OK. You can only revert Modified
or Ready to Publish assets. Published assets cannot be reverted. Note: Reverting
an asset that has never been published deletes the asset from the system.
Marking an asset ready to publishTo make an asset ready to publish, select the asset from
the list and click the Ready to Publish button. Only assets
with the Modified status can be made ready to publish.
Publishing an assetTo publish an asset, select the asset from the list and
click the Publish button. Only assets with the Ready to Publish
status can be published.
Deactivating a LetterYou can deactivate a letter from the Publish Instance.
To deactivate a letter, select a letter on the Author instance
that has been published at least once and click Deactivate.
If the letter is in Publish state, it moves to the Ready To Publish
state, else the letter remains in its current state in the Author
instance. The letter on the Publish instance is deleted.
Note: If a published letter has letter Instances in the Draft state,
you cannot deactivate the letter.
Data DictionariesData dictionaries are not published automatically when
dependent assets are published. You are required to explicitly publish
data dictionaries.
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