The All Pubs Dashboard will display a list of all the Pubs in your Community for which a user has access, sorted by most recently updated. 

Each Pub appears on a Pub Card in the list, which includes:

• the Pub Type
• the Pub Title
• Contents

If Contents is selected, the Card will expose a list of related Pubs by title. If a Title is selected, the user will be redirected to the corresponding Pub Details page. 

Selecting the title of a Pub on a Pub Card will take users to the Pub Details page. To make changes to a Pub, select the vertical three-dot menu to the far right of the Pub Card. 

In addition to selecting individual Pub Cards, two buttons in the upper-right corner allow users to create and further manage Pubs.  Clicking on the Create button will open a pop-up to create a new Pub.  Selecting Manage Types button will take you to the Types Dashboard, where users can edit and manage all the Pub Types in your Community. 

Update Pub

To edit or update a Pub, select the vertical-three dot menu on the right side of the Pub card and select Update from the dropdown menu. 

A pop-up will appear in the center of the screen to the update the contents of any Pub Fields. Use the grey bar to the left of the Field to turn on and off a required Field. Enter any updated content and select Update Pub when finished.

Remove Pub

To edit or update a Pub, select the vertical-three dot menu on the right side of the Pub card and select Remove from the dropdown menu. 

A pop-up will appear to confirm removal, where users can select Cancel or Permanently Remove Pub. If removal is successful, an alert will appear in the lower-right corner of the interface.

Pub Details

Pub Details

A Pub Details page provides an overview of a Pub, associated Fields and Field Values, and information for managing the Pub.

On the left side of the page, Fields associated with that pub will display with Field Values. Any attached files to the Pub may be downloaded on this page.

On the right side of the page, the following headings may appear: 

• Current Stage: the Stage where the Pub is currently located
• Actions: a “Run action” button. If selected, a dropdown menu will list available actions that can be run on this Pub
• Members: a list of Members that have access to the Pub & their level of access. New members can be added by selecting Add Member. 

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Pub Contents

The Pub Contents table includes all child pubs, filtered by Pub Type. This table displays: 

• Title: the Title of the related Pub
• Stage: the Stage in which the related Pub is currently located
• Created: the date the related Pub was created (displayed as MM/DD/YYYY)
• Actions: a “Run action” button. If selected, a dropdown menu will list available that can be run on this Pub.

This table will also display any columns with the MemberId schema. 

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Related Pubs

The Related Pubs table includes all related Pubs based on specific reference Fields, filtered by Pub Type. 

This table displays: 

• Title: the Title of the related Pub
• Stage: the Stage in which the related Pub is currently located
• Created: the date the related Pub was created (displayed as MM/DD/YYYY)
• Actions: a “Run action” button. If selected, a dropdown menu will list available that can be run on this Pub.

This table will also display any columns with the MemberId schema. 

Visible to Admins, the Action Log displays a table of all the actions that have run (as well as those scheduled to run) in a Community. The Action Log can be sorted by any column ascending and descending.

The table includes the following headers:  

• Action: the name of the Action that was run
• Initiator: the cause for the Action to run (either a user’s name or a Rule)
• Stage: the name of the stage during with the Action took place
• Pub: the Title of the pub that Action was run on. If this value is not available, defaults to the PubPub draft structure (ex: Untitled Pub - Jul 17 2024)
• Time: date/time the Pub was run (written in complete date plus hours and minutes format)
• Status: the status of the action’s run (canceled, failure, scheduled, or success)

The Workflows Dashboard lays out a top-to-bottom flow of steps that a Pub will move through in a Community from submission to publication.  Workflows are made up of Stages, a step in a Community's publishing process, where Pubs can be acted upon. 

Similar to the All Pubs Dashboard, the Workflows Dashboard displays a list of Pub Cards, organized by Stage. 

Each Stage is listed by Name, along with the number of Pubs currently in the stage. Below, up to three Pubs appears on a Pub Card in the list, which includes:

• the Pub Type
• the Pub Title
• Contents. If selected, Contents will expose a list of related Pubs by title. If a Title is selected, the user will be redirected to the corresponding Pub Details page. 
• A Move Action, allowing a user to move the selected Pub to a different Stage
• Any Actions that can be taken on the Pub

Selecting the title of a Pub on a Pub Card will take users to the Pub Details page. To make changes to a Pub, select the vertical three-dot menu to the far right of the Pub Card. 

If four or more Pubs are in a Stage, a link to the Stage Details Page appears below the final Pub Card. Select See all pubs in stage to visit the Stage Details Page. There, users can view all Pubs in a given Stage.

Stage Editor

To make changes to the flow of the Workflow, access the Stage Editor from the panel.

The Stage Editor is a graph-based view of the stages and workflows in the Community. Admins can use the Stage Editor to 

• configure and manage Workflows
• configure and manage Stages
• configure and manage Actions at the Stage level
• configure and manage Pubs at the Stage level

To create a new stage, select via File > New Stage, or right-clicking anywhere blank on the screen and selecting New Stage, or via the keyboard (Control+N).

Stages can be manipulated by selecting and dragging across the screen. Stages can be connected by selecting the black dots on either end of the stage. When selected, a plus sign should appear, and can be dragged to a black dot on another stage. Once connected, a line will form between the two Stages. To delete a connection, select the line and either right-click and select Delete, or Delete via keyboard. 

Stages on the Stage Editor will display the Stage Name, followed by the number of pubs, number of actions, and number of members, in that stage. Stages can be configured by selecting the gear icon at the far right of the Stage. When selected, a right panel will appear with additional information about this Stage.

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Managing Stages

When a Stage is selected, the right panel appears with four tabs: Overview, Pubs, Actions, and Members. Users can use the tabs in the panel to configure aspects of the Stage within the publishing workflow.

Overview

The Overview tab allows users to edit Stage configurations. 

• Stage Name: This name will appear on the Workflows, Manage Workflows, and as the stage for any associated pubs. 
• Stage Management: Users can select the Delete this Stage button to remove the Stage from the Community. 

 

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Pubs

Pubs in this panel tab are listed in order of creation, oldest to newest. 

If any actions are available for this stage, the Run action button will appear to the right of the Pub Title. Selecting the Run action will open a dropdown menu with all available actions to select. Once an action is selected, a popup will appear to allow users manually run the action. Once the action runs, a pop up will appear in the lower right corner to let users know whether the action was successful. 

 

Selecting the vertical three-dots menu to the right of the Pub Title will allow users to edit or remove a pub directly from this Stage. 

Pubs can also be created directly at the stage via the Create button in the upper right corner. 

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Actions

The Actions panel tab displays all available Actions that can be taken on a Pub in that Stage. Actions are configured on specific Stages via the Actions tab of the Stages panel. Actions can be triggered manually (by an Administrator on a specific Pub) or automatically (by a Rule on any Pub in that Stage). 

 

Currently, there are three Actions available in PubPub Platform:

• email: Send an email to one or more users
• http (alpha): Make an arbitrary HTTP request
• move: Move a Pub to a different stage 

Users can add an action to a stage by selecting Add an action and selecting from the pop up list. 

Once an action has been added, it will appear in the Actions tab. 

Configuring Actions

Learn more about Actions and the configuration requirements on the Actions page. 

 

 

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Members

The Members tab displays a list of Members of the community who have access to that Stage. Members listed in this tab will have access to all Pubs in that Stage, with view, edit, or total access depending on the role selected.

To add a new member to a stage, select Add Member. 

In the pop-up, enter the email address of the person to add as a member. 

If the email address is associated with a member of the community, the member will appear with their full name, email address, and default community role.

Select the stage-specific Role from the dropdown menu (admin, editor, or contributor). 

• Admins can do anything.
• Editors are able to edit most things
• Contributors are only able to see forms and other public facing content that are linked to them.

Select Add Member to add member to the Community. 

If the email address is not associated with a member of the community, users can enter the new member's full name. 

Select the stage-specific Role from the dropdown menu (admin, editor, or contributor). 

• Admins can do anything.
• Editors are able to edit most things
• Contributors are only able to see forms and other public facing content that are linked to them.

Select Invite to invite the member to the Community and add them to this Stage. 

Members are users who are part of the Community, from the administrative team to  invited users who participate in the publishing process.

The Members Dashboard (visible to Administrators) displays a table of all Members of a Community. The Members table can be sorted by any column ascending and descending. The table can also be searched by email.

The table includes the following headers:  

• First Name: the first name of the Member
• Last Name: the last name of the Member
• Email: the email of the Member
• Role: the access and permissions of the member within your Community. (admin, editor, or contributor). admin can do anything within the Community; editor can edit most things; contributor are only able to see the forms and other public-facing content that are linked to them. Members added via this table are by default assigned editor; Members invited via the email action who do not yet exist are assigned contributor.
• Joined: the date on which the Member was invited to the Community (formatted as MM/DD/YYYY)

Remove Member

To remove a member, select the vertical three-dot menu at the far right of the member row. Select Remove member from the dropdown Actions menu.

Members cannot be edited at this time. If edits are needed, remove the member and re-add via Add Member.

Add Member

To add a member, select Add Member. A pop-up will appear, where users can enter the email address of the new Member to invite to the community.

If the email is associated with a Platform account, their full name and email will appear at the bottom of the pop-up screen. Users can select a Role from the dropdown menu (admin, editor, or contributor). Select Add Member to add member to the Community.

If the email is not yet associated with a Platform account, additional information is required to invite the new Member:

• First Name: the first name of the Member
• Last Name: the last name of the Member
• Role: the access and permissions of the Member within the Community. Select Admin, Editor, or Contributor from the dropdown menu. By default, new members are assigned Editor. Admin can do anything within the Community; Editor can edit most things; Contributor are only able to see the forms and other public-facing content that are linked to them.

Select Invite to send an email invitation to the Member.