What Are the Workflow States?

Workflow is the ability to apply different states to the content. The following are the default states:

Visible: Content is created in the visible state. All users can find visible content through the search function and can access it directly by visiting the object URL. Visible content doesn't show up in the navigation tree. Visible content is editable by their owners and site managers.

Pending: Pending content includes items that have been submitted for publishing by site members. From a user standpoint, pending content behaves like content in the visible state. The difference between the two types is that pending items are flagged for review; site reviewers are prompted to publish or reject pending items. Pending items are editable only by managers and reviewers.

Published: Published items are visible to all site visitors. They appear in search results and the navigation tree. They may also appear in other areas specific to that type (news items, for example, also appear when you click the news tab). Published items are editable only by managers, but owners can retract them for editing (retracting reverts an item to the public draft state).

Private: Items in the private state are visible and editable only by their owners and others with manager access to the folder in which they exist. They won't appear in search results or on the navigation tree for other users. Private items are editable by managers.