PublishPress

Table of Contents

Important resources

To get started, check out some of the PublishPress resources:

PublishPress plugins

Available plugins

PublishPress Pro has six plugins:

  • PublishPress: Plan and schedule your content using calendar and notifications.
  • PublishPress Capabilities: Modify the default permissions in the WordPress core and other plugins.
  • PublishPress Permissions: Advanced permissions way beyond what’s possible with the WordPress core.
  • PublishPress Revisions: Submit and moderate WordPress revisions.
  • PublishPress Authors: Add as many authors as you want to any WordPress content.
  • PublishPress Checklists: Set requirements before publishing content.

Installed plugins

PublishPress recommends only installing the plugins we need for our site, so right now, we only have the following plugins installed:

  • PublishPress
  • PublishPress Permissions
  • PublishPress Revisions
  • PublishPress Checklists

PublishPress

The main PublishPress plugin contains several useful features for our site:

  • Calendar
  • Content Overview
  • Notifications (Slack and email)
  • Notifications Log
  • Roles
  • Settings

Calendar

The Calendar allows you to plan when to write, revise, and publish content. When you create content, it’s automatically placed in the Calendar. You can also view the content others have created and published. If you need to push content to another date, you can simply drag it to another day on the Calendar.

From the Calendar, you can:

  • Plan and schedule content creation or revisions.
  • Edit, trash, or preview content.
  • Create a new post.
  • Subscribe to the Calendar using Google Calendar or iCal.

To access and filter the Calendar:

  1. On the Dashboard, select PublishPress > Calendar.
  2. In the dropdown lists, select the options you want to filter content on the screen.

Content Overview

The Content Overview screen allows you to filter and view content by status, category, or users.

From the Content Overview screen, you can print an overview of your planned content and change the timeframe of content.

To access and filter the Content Overview screen:

  1. On the Dashboard, select PublishPress > Content Overview.
  2. In the Pending Review, View all categories, and View all users dropdown lists, select the options you want to filter content on the screen.

    Note: Above the dropdown lists, select Change to alter the timeframe of the content on the screen.

Notifications (Slack and email)

On the Notifications screen, you can control when notifications are sent, who receives them, what details they contain, and how they are delivered (Slack or email).

PublishPress comes with two default notifications:

  • Notify when content is published sends an email to site administrators whenever content is published.
  • Notify on editorial comments sends an email to site administrators whenever an editorial comment is added.

PublishPress provides four ways to customize notifications:

  • When to notify? Choose if notifications are sent when someone adds an editorial comment or changes a post’s status.
  • For which content? Choose which types of content trigger notifications.
  • Who to notify? Choose which users or roles receive notifications.
  • What to say? Use shortcodes to customize notification messages.

To access the Notifications screen and add a new notification:

  1. On the Dashboard, select PublishPress > Notifications.
  2. To the right of Notifications, select Add New.
  3. Complete the form, and then select Publish.

For more information on working with notifications, visit the following links:

Notifications Log

The Notifications Log screen, allows you to see who receives updates about your content.

The Notifications Log screen displays six pieces of information about each notification:

  • Post: Which post is involved with this notification?
  • Workflow: Which workflow is controlling the notification?
  • Action: What triggered the notification? A new editorial comment? A status change?
  • Receiver: Which users received the notification?
  • Channel: Email or Slack?
  • Status: Was the notification sent successfully? You will either see a green checkmark or a red X.

To access the Notifications Log:

  1. On the Dashboard, select PublishPress > Notifications Log.
  2. In the dropdown lists, select the options you want to filter content on the screen.

Roles

To add a new role:

  1. On the Dashboard, select PublishPress > Roles.
  2. In the boxes, type the new role information, and then select Save Changes.

For information about role permissions, see Permissions.

Settings

Important: Don’t change any settings without prior consent from an administrator.

To access the Settings screen:

  • On the Dashboard, select PublishPress > Settings.

    Note: The Settings screen displays global settings, affecting all of PublishPress.

Statuses

Statuses work like the Scheduled States and swim lanes in Rally. The status of a post refers to where it’s at in the workflow.

PublishPress contains seven default Statuses:

  • Draft – Default status of a new post.
  • Pitch
  • Assigned
  • In Progress
  • Pending Review
  • Approved
  • Published

With Statuses, you can:

  • Create custom statuses in PublishPress > Settings > Statuses.
  • Order statuses according to our workflow.
  • Set up Notifications based on specific statuses.

PublishPress Permissions

With PublishPress Permissions, you can assign specific permissions for each role to fit our needs.

By default, PublishPress Permissions assigns permissions for each role:

  • Contributors: Can submit revisions to their published posts.
  • Revisors: Can submit revisions to posts and pages published by others.
  • Authors, Editors, and Administrators: Can approve revisions or schedule their own revisions.

Note: Everyone on the Documentation team is either an editor or administrator, which means the default settings don’t restrict us.

PublishPress Revisions

Using Revisions, you can:

  • Create revisions.
  • Track revisions.
  • Create revisions for approval.
  • Moderate and publish revisions.
  • Schedule revisions.
  • Publish revisions from the frontend of the site.
  • Add comments to revisions.
  • Compare revisions.

Create a revision

To create a revision:

  1. On the Dashboard, select Posts.
  2. Navigate to the post you want to edit, and then select Edit.
  3. Make your revisions.
  4. In the top-right of the editor, select Pending Revision.
  5. Select Save Revision.
  6. In the saved for review dialog box, select one of the following options:
    1. Preview it.
    2. Keep editing the revision.
    3. View Revision Queue.
    4. Return to Edit posts.

Work with a revision

To work with a revision through the Revision Queue:

  1. On the Dashboard, select Revisions > Revision Queue.Note: You can use the Categories dropdown list to filter the revision list.
  2. Navigate to a revision, and then select one of the following options:
    1. Edit allows you to edit the revision.
    2. Delete allows you to delete the revision.
    3. Preview takes you to the Revision toolbar on the frontend of the site.
    4. Compare shows you a side-by-side comparison of the published content and the revised content.

Use the Revision toolbar

To use the Revision toolbar:

  1. On the Dashboard, select Revisions > Revision Queue.Note: You can use the Categories dropdown list to filter the revision list.
  2. Navigate to a revision, and then select Preview.
  3. On the frontend of the site, on the Revision toolbar, select an option:
    1. Compare: compare published content with revised content.
    2. View Published Post: View the current published content.
    3. Edit: Make changes to the revision.
    4. Publish now: Publish the revision.

      Note: The Revision toolbar changes color depending on the revision’s status.


Figure 1: Colors of the Revision toolbar.

Editorial Comments

Using Editorial Comments, you can converse with the editor on a post and vice versa. Editors and authors can set up Notifications for each time a new comment is added to a post.

Add Editorial Comments to a revision

To work with a revision through the Revision Queue:

  1. On the Dashboard, select Revisions > Revision Queue.Note: You can use the Categories dropdown list to filter the revision list.
  2. Navigate to a revision, and then select Edit.Note: Editorial Comments are enabled after you save or publish a post.
  3. Below the post content, in the Editorial Comments, select Add an editorial comment, and then type your comments.

Set up Notifications for Editorial Comments

To set up Notifications for Editorial Comments:

  1. On the Dashboard, select PublishPress > Notifications.
  2. To the right of Notifications, select Add New.
  3. In the Workflow Settings box, complete the following steps:
    1. In the When to notify section, select When an editorial comment is added.
    2. In the For which content section, select Post Type, and then select the applicable types.
    3. In the What to say section, type a Subject and Body for your notifications.
  4. Select Publish.

Additional information

For more information on Revisions, visit the following links:

PublishPress Checklists

The Checklists screen allows you to define tasks an author must complete before publishing a post.

To add tasks to a checklist:

  1. On the Dashboard, select Checklists > Checklists.
  2. Under Posts, use the dropdown lists and boxes to:
    1. Add tasks.
    2. Choose an action.
    3. Add users who can ignore the tasks.
  3. Select Save Changes.

    Note: To add a custom item to the checklist, select Add custom item.

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