Managing An Item’s Published State Using Forms

Overview

In SharpCloud, every item has a Published state (published or unpublished). This property controls whether items are visible in views and is especially useful when managing content submitted via forms.

How the Published State Works

• Most views are automatically configured to show only published items

• Unpublished items remain in the story but are hidden from views

• This allows you to manage visibility without deleting data

You can confirm this in View Setup → Filters, where:

• The Published property is active

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• Unpublished items are deselected

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Using Published State in Forms

When configuring a form, the Published property determines visibility of submitted items:

• Published = true → Items appear immediately in views

• Published = false (unchecked) → Items remain hidden for review

This enables a simple approval or moderation workflow.

Reviewing Unpublished Items

You can review and manage unpublished items in two ways:

1. Adjust View Filters

• Temporarily change filters to display unpublished items only

2. Use the Data Grid

• Unhide the Published column

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• Review items and tick the checkbox to publish selected items

Key Benefits

• Control when items become visible

• Enable review/approval workflows

• Avoid cluttering views with unverified data