Scenario/Problem:
A document library or list requires you to publish a file or list item
that you have created or modified before it shows the new file or item
to other users.
Solution:
Some document libraries and lists require you to publish files and list
items before other people can see them. This is similar to checking in
a file or list item. The big difference is that the list or library
manager can choose to set it up so that checking in a file or list item
does not make it visible to everyone. It will be visible just to other
people who have editing permissions on the library, and readers will be
able to see only the last published version. However, the list or
library manager might choose to allow everyone to see unpublished
versions, in which case the publishing of an item or file is just a way
to track version numbers. For example, a regular check-in increments
the version number of a file or list item by 0.1, and publishing
increments it by 1.
If the document library or list you are
working on has the publishing requirement, the Files ribbon or Items
ribbon has a Publish button available in the Workflows section. If the
selected file or item is checked in but not published or if it is
checked out to you, you can click the Publish button (see Figure 1).
Clicking this button checks in the file again, changes the version
number of the item or file, and enables readers to view this version.
FIGURE 1 When publishing is required, you must click the Publish button to publish a major version.
If the list or library you are working on is
set up to require approval, the file is not published until someone who
has the appropriate permissions approves it (see Figure 2).
This means that despite your publishing the file, readers might still
see only the previously published version until someone approves your
version. Of course, this also depends on the configuration.
FIGURE 2 When publishing and approval
are required, checked-in files are still considered to be drafts, and
published documents that haven’t been approved are considered to be
pending approval.
