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Finding work

5 min read

Find any document in an environment from the content index, and find what is unfinished with its four work views: unpublished changes, missing translations, partial translations and translations that need review.

Why unfinished work needs a list of its own

A project grows past the point where anybody remembers what is in it. Somebody saved a draft last week and never published it. The German site is missing three new guides. An English page changed, and its French translation still says the old thing. You cannot see any of that from inside one document. The content index puts the whole environment on one screen, and its work views turn "what is left to do?" into a list you can work through from the top.

The CMS answers each view over the whole environment, not over the rows that happen to be on screen, so an empty view means there is nothing of that kind anywhere in the environment. A content manager's first day introduced the index; this page covers every control on it.

What the content index and its work views show

All content

The Content tab opens on the index. Its header says what the environment holds, such as "Everything in Prod: 5 documents, 3 components.", and New creates a page, a document or a component instance.

The list has five columns: Title (with the key under it), Type, Status, Locales and Updated. Locales lists the locales a document has and how many are missing, such as "en-US · 1 missing"; point at it to read which ones. Rows come 200 at a time, with Show more under the list.

Above the list are its controls:

  • View: All content, or one of the four work views below.
  • Search: filters by title or key as you type.
  • Type: All, Page, Document, Component instance or Schema.
  • Status: Any, Published, Changed or Draft. Changed means the document is published but has newer saved versions that readers do not have yet.
  • Sort by: Updated, Title, Key, Version or Created. The button beside it, Ascending, turns the order round. The list starts with the most recently updated document first.

The four work views

Each work view lists rows of unfinished work. A row is one locale of one document, because a document can be finished in English and unfinished in German.

  • Unpublished changes: every document and locale whose latest saved version is not the one readers get, including drafts that were never published.
  • Missing translations: every document that has no translation in one of the project's locales.
  • Partial translations: translations that still take some fields from the default locale.
  • Needs review: translations whose source changed since they were reviewed, translations edited after their review, and translations that were never reviewed.

A work view has two filters of its own: Locale (Any locale, or one locale) and Content type (Any type, or one component, such as page). Its table has the columns Title, Key, Locale, Status and Updated. The Status column puts three separate facts side by side:

  • completeness: Source, Missing, Partial (with "2 fields inherited") or Translated;
  • review: Needs review or Reviewed;
  • publication: such as "v3 · Live v2 · Unpublished changes", or "v1 · Draft".

Under the table you see how many rows are shown, and the words "Measured on drafts." The views look at the latest saved versions, not at what is published. An empty view says "Nothing needs doing here".

Coming back to the list

Every filter, sort and view is part of the page's address. While the browser tab stays open, the dashboard also remembers the last one you used for this project and environment. When you have opened a row and want to go back, press Back to list above the editor, which returns you to the same view with the same filters.

How to

Find a document

  1. Open the Content tab.
  2. Type part of the title or key in Search.
  3. If the list is long, narrow it with Type or Status.
  4. Press the title to open the document.

Clear the day's unpublished changes

  1. In View, choose Unpublished changes.
  2. Open each row from its key. Check the change, then publish it, or leave it as a draft on purpose.
  3. Press Back to list above the editor to return to the view.
  4. If there are more rows than the list shows, press Show more at the bottom.

Work through missing translations for one language

  1. In View, choose Missing translations.
  2. In Locale, choose the language, such as de-DE.
  3. Press the first row's key. The translation opens on Start the de-DE translation; see Translations and review for what comes next.
  4. Translate, save, and press Back to list. The row has now left Missing translations. If the translation still takes some fields from the default locale, it appears under Partial translations instead.

Find translations that need review

  1. In View, choose Needs review.
  2. Narrow the list with Locale or Content type.
  3. Open each row and follow the reason given in its Translations card.

Keep a view for later

  1. Set up the view and filters you use often.
  2. Bookmark the page in your browser, or copy its address and send it to a colleague. The address opens the same view in the same environment.

Limits

  • No saved views are stored in your account. The dashboard remembers the last view for the open browser tab only; to keep a view for longer, use a bookmark or a shared address.
  • No view lists the documents that no longer fit their component, for example after an engineer made a field required.
  • Search matches titles and keys, not the words inside documents.
  • Everything in the work views is measured on drafts, not on what readers get.
  • Status, Type, Search and Sort by belong to All content. The work views have filters of their own, Locale and Content type, and an order of their own.
  • The index shows one environment at a time: the one named in the header. To see another, switch the environment.

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