Publish an edition
Publication managers can publish an approved edition and confirm the outputs. This guide covers the five steps from choosing outputs to checking the files that were produced, for a full edition or a weekly change set.
What you need in place
Publishing uses the same approved source for every output, so the work before this step decides what readers get.
Approved paragraphs only
Every paragraph in the edition or weekly set is approved, with a named approver and a date on the record. Draft and in review text cannot be added.
Exact versions recorded
The edition records the paragraph versions it contains. The published files can be rebuilt from that list, and a correction creates a new set rather than changing a published edition.
Checks before build
Geography and chart numbers are present, approval is recorded, and accessibility checks on headings, table headers, alt text, language, contrast, keyboard use, PDF tagging and reading order have been run.
Publish in five steps
Follow the steps in order. You can preview before anything goes live, and a failed build does not change what is already published.
Choose outputs
Open the edition or weekly change set and choose Print-ready PDF, web pages, JSON data file, or more than one in the same run. Each format is a separate transform from the same approved source, so the wording cannot drift between formats. Choose the output preset saved for the publication when you have one, and check the edition label and period before you continue.
Run the checklist
Run the approval and completeness checklist. It confirms that every paragraph in the selection is approved, that required fields are complete, and that no blocking check has failed. If a paragraph is unapproved or fails validation, publishing stops and the checklist names the paragraph to fix. Fix it in the paragraph, then run the checklist again.
Preview the output
Open the preview for each chosen format. Read a paragraph in context with its type, geography, chart numbers, edition label and last changed date. Check the chapter order and the table of contents against the edition detail. Preview stays private to the workspace, and nothing in preview is on the public pages.
Publish
Confirm the edition, the chosen formats and the snapshot the build will use, then publish. The publish job records who started it, when it started, the formats, and the snapshot it was built from. Prior published files stay live while a new build runs.
Confirm the files
Open the output history and check that each file was produced, with its file name, format, published date and the snapshot it came from. Download one file per format and open it. Confirm the edition date and the paragraph references on the file match the approved edition before you tell readers it is ready.
Three files from one source
Readers, print shops and data users each get the form that fits their work, from the same approved paragraphs.
- Print-ready PDF for reading and printing. It carries the edition label, chapter order and paragraph references in the same order as the edition detail.
- Web pages for reading on a phone or a desk. Each published paragraph page shows its volume, edition date, geography, chart numbers and last changed date, and links to the full chapter.
- JSON data file for downstream systems. It carries paragraph type, geography, chart numbers, edition and change date for approved paragraphs only, with a plain field guide on the download page.
Confirm the outputs match the approved snapshot
Use this check after every publish. It answers the questions a reviewer or a downstream user will ask.
- Open the output history and confirm each job shows the edition label, the snapshot it was built from, and a done status. A failed job shows the reason and the paragraphs involved, and prior files remain live.
- Open the PDF, one web page and the JSON file. Confirm the edition date, the chapter order and two or three paragraph references match the edition detail and the exact paragraph versions listed there.
- Confirm that no draft, in review or rejected text appears in any output. Public web pages, search and downloads show approved paragraphs in a published edition only.
- Confirm the accessibility checks were run for the published HTML and PDF before release, and that the check result, checker and date are stored on the release record.
- Keep the job record. It shows who published, when, in which formats, and from which snapshot, so the same files can be reproduced later. A correction is made as a new weekly set or edition, not by editing a published edition.
If a build fails
Read the failed build log, fix the listed paragraphs, run the checklist again, and publish again as a new job. Do not edit the published files by hand.
For buyers and IT
Workspaces are separated by workspace, sign-in is through the shared workspace sign-in, and every publish is logged with who and when. No separate password is created for this app.
Next guide
Start with a first publication, then write and review your first paragraph. Start your first publication and all guides.
See publishing with your own chapter
Bring a sample chapter and walk through editing, review, approval and publishing steps.