Content library

A content item belongs to a project and has a named owner. Its title and content type let the team find the work; its due date tells the owner when it needs a decision. The item moves through draft, editing, review, approval and publication. That sequence gives the Editor a clear release candidate rather than a folder of files with no agreed state. The published time stays with the item so the team can distinguish work approved for release from work actually released.

Start with the project before adding items. A project gives related content a shared schedule and owner. Production tasks record the assigned work behind the item, while file revisions and media versions preserve the material being reviewed. Rights agreements link to the item, and usage rights link to its media versions. The library is most useful when those connections are maintained as the content changes.

• Project context. The Content Manager groups related items under a project with a start, due date and budget.
• Item ownership. The Producer keeps the title, content type, due date and owner current while an item is drafted and edited.
• Release state. The Editor reviews the approved item, publishes it and checks that the publish time and linked tasks reflect the release.

Agree which person owns an item when several producers work on it. Decide who can move an item into review and who can publish an approved item. These decisions matter because a version review depends on the exact parent item, and publication changes both the item and its linked production tasks. A team should also agree when archived content should remain visible in the working library.

Use the project and item names people already use in production. If a campaign contains a hero image and a social cut, keep them as distinct items when they have different owners, rights or publication times. An item title should help a reviewer identify the material without opening every attachment.

Suppose a Producer is preparing an image for a product launch. The Content Manager creates the launch project and assigns the Producer to the image item. The Producer drafts the item, links a file revision, and submits a media rendition for review. The Rights Manager checks the agreement attached to that image and the usage interval on the rendition. After the exact file revision is approved, the parent item is approved. The Editor then publishes the approved item. The item shows its publication time and the linked production tasks close. The Editor checks the file revision and media rendition against the same item before release.

Reopen the record after publication. The title, project, owner and published time should still explain which asset went live. A later replacement should be traceable as another version of the right item, rather than silently overwriting the reviewed file. The team can then distinguish the approved item from its published state without relying on a message thread.

• Content Items List — Work through content by state, project, due date and owner.
• My content items — Find the items assigned to the signed-in owner.
• Content review board — Compare draft, editing, review and approved work by status.

See content review and publication for the decisions that change an item’s state.