Reference

All content

Search, filter by status, type, guide, tag or author, and sort every item; save views, duplicate, import a folder of documents, and act on many items at once.

All content is the master list of everything your agency has written: every guide, article, checklist, quiz, video and audio item, in every status. Open it from the sidebar under Content → All content. Select a title to open that item in the content editor.

It is a list, not a workflow. Assigning reviewers, due dates and priorities happens on the Review queue (opens the admin console) under Workflow; the Review queue button on this page is only a filter.

New article

New article at the top right opens the create screen, where you choose the type, so it is also how you start a guide, checklist, quiz, video or audio item. It appears only for people who hold Create content, and the database refuses new items from anyone else.

Import documents

Import documents, beside Refresh, turns a set of Word .docx and PDF files, or a whole folder of them, into draft articles inside a guide in one go. You choose the guide to import into, or New guide… to create one, then check the plan before anything is written; folders inside the one you choose become sub-guides. It appears for people who hold both Create content and Edit content. See Import a folder of documents for the whole procedure.

Search and filters

Control	What it does
Search title, summary & body…	Full-text search across the title, the summary and the body text. Words match their variants ("rope" finds "ropes"), and you can use quotes for an exact phrase.
Status	Tick any of Draft, In review and Published. The number on the button is how many statuses are ticked. Nothing ticked means every status.
Type	Tick any of Guide, Article, Checklist, Quiz, Video and Audio. The number on the button is how many types are ticked. Nothing ticked means every type.
Guide	Only items inside one guide. Choosing a guide also finds everything inside its sub-guides, and the sub-guides themselves; sub-guides are listed with a dash under their guide, and choosing one finds only what is in it. Any guide removes the filter.
Tag	Only items carrying one tag. Any tag removes the filter.
Author	Only items whose author of record is one member of your agency (you are marked "(you)"). Anyone removes the filter.
Updated from / Updated to	Limit the list to items last changed between two dates, inclusive.
Review queue	A shortcut that shows only items In review.
Clear filters	Appears once any search or filter is active, and removes them all.
Refresh	Re-runs the list. The list does not update by itself when colleagues change content.

Filters combine: Type Checklist with Guide Water rescue lists the checklists in that guide and its sub-guides. Within Status or Type, ticking more than one widens the list (any of them).

The search, filters, sort order and page number are all kept in the address bar, so you can bookmark a filtered list or send the link to a colleague, and it survives a refresh. Saved views keep the type, guide, tag and author filters too. Changing a filter returns you to page 1. A link or saved view that names a tag, guide or person that has since gone still filters by it, and the control says so ("A tag that no longer exists") rather than showing Any.

Each distinct search you run is recorded, with the number of results it found, in your agency's search statistics, the same figures the dashboard's Search insights card reports.

Saved views

Save view stores the current search, filters and sort under a name, for example "Overdue review". Each saved view appears as a chip beside the button; select a chip to return to that view, or the small cross on it to delete it. Saving a name you have used before replaces the old view.

Saved views are kept in your browser, one set per agency. They do not follow you to another computer and colleagues cannot see them. Send the page link instead if you want to share a view.

The table

Column	Shows
Title	The item's title, linking to the editor.
Type	`guide`, `article`, `checklist`, `quiz`, `video` or `audio`.
Status	Draft, In review or Published.
Author	The author's current name from their profile (or the name recorded with the item, if the account no longer exists); hover or focus it for their credentials and organisation.
Updated	When the item last changed. Newest first is the default order.

Select a column heading to sort by it; select again to reverse. The list shows 50 items a page, with the total and Previous / Next underneath.

An agency with no content yet sees No content yet with a short suggestion to start with one real procedure. People who hold Create content get Create a guide and Import a document (both open the create screen) and Browse the library; everyone else gets Browse the library only. When a search or filter matches nothing, the table says No content matches your filters. instead. If the list cannot load, the reason appears in red above the table.

Duplicate an item

The copy icon at the end of each row (Duplicate) appears for people who hold Create content. It makes a new Draft called "original title (copy)" straight away, without opening anything, and the list refreshes to show it. The copy takes:

the type, summary, body and cover image;
the original's author attribution, not yours;
the same tags;
membership of the same guides.

It does not take attachments, comments, history, approvals, a schedule, the operator flags set under Field operations, or a guide's appearance settings (short description, hero image and colour). Duplicating a guide copies its introduction, not its contents: the copy starts with nothing inside it. Copies count towards your plan's content limit; at the limit, no copy is made.

Act on many items at once

A tick-box column appears for people who hold at least one of Submit for review, Publish, Unpublish or Delete content. Tick rows, or tick the heading box to select the whole page, and an action bar appears above the table showing how many are selected.

When your search or filter matches more items than fit on the page, a line offers Select all N matching this filter. Choose it and the bar acts on every matching item, not just the 50 on screen; Select only this page instead goes back. Changing the search or a filter drops a filter-wide selection, so it can never act on items you did not choose.

Action	Appears for	What happens
Submit for review	Submit for review	Each draft moves to In review. Everyone else who holds Publish gets a notification for each item. Items already in review are skipped, and so are published items: sending one back to review would take it off operators' devices.
Publish	Publish	Each item is checked exactly as the editor's Publish button checks it — see below — then goes live, dated and with you recorded as its reviewer, and reaches operators at their next sync. Items that fail a check are skipped. Items already published are left as they are: this does not release changes held on them, which go out only with Release to operators on the item.
Return to draft	Submit for review or Unpublish	Each item goes back to Draft. Taking an item out of review needs no status permission; taking a published item back withdraws it from operators and needs Unpublish. Items you cannot move are skipped.
Tag	Edit content or Manage taxonomy, once tags exist	Add tag or Remove tag for one tag across the selection. The database accepts tag changes only from Edit content holders.
Guide	Edit content, once guides exist	Add to guide appends the items to the end of a guide (sub-guides are shown with a dash); Remove from guide takes them out of it without deleting them. A guide cannot be added to itself, and the database refuses nesting deeper than two guide levels.
Schedule	Publish	Opens a date and time field (Publish all N at) with Schedule all, plus a button to clear the scheduled publish on every selected item. Times are in your own time zone, which the field names. Only items that pass the same checks as Publish are scheduled; the others, and items already published, are skipped. The database refuses a schedule from anyone without Publish and records you as the person who scheduled each item; clearing one needs only Edit content.
Mark reviewed	Publish	Records today as each item's last review, with you as the reviewer. That restarts the re-validation clock that drives Review due. The database refuses it from anyone without Publish.
Delete	Delete content	Asks for confirmation, then permanently deletes the items. See below.
Clear	everyone with the bar	Deselects everything.

Every action except Delete changes the items, and the database accepts changes to content only from people who also hold Edit content. Delete needs Delete content alone.

How a batch reports back

While a batch runs, the bar shows its progress ("Publish… 40 of 120"). When it finishes, one line sums it up, for example "Publish: 12 items updated", or "Publish: 10 updated, 2 skipped" followed by the first reason an item was skipped — for example "“Rope systems”: The article body is empty."

Status changes are judged one item at a time, so a batch never stops halfway because one item was refused. The checks above, and then the database — your permissions and each item's sign-off requirement — decide each one, and the refusals are counted as skipped. The summary gives only the first reason; filter the list by status to find the items that did not move.

Undo

After any action except Delete changes at least one item, Undo appears with a countdown of 12 seconds. It puts back exactly what that action changed: each item's previous status, schedule or review date, or only the tags and guide memberships it added or removed.

Undo is an ordinary change and is judged like one. Undoing a publish is an unpublish, so it needs Unpublish; it also puts back each item's previous review date, and clears the publish date.

Delete

Delete asks "Delete N items?" and warns that it cannot be undone. Confirm with Delete and each item is removed for good:

Published items disappear from operators' devices at their next sync.
The item's history, comments, approvals, operator acknowledgments and quiz attempts are deleted with it.
The files it had attached are deleted too, freeing their storage, unless another item still uses them; those stay in Media, unattached. The message after the delete says how many unused files were removed.
Deleting a guide deletes the guide itself, not the items inside it. They stay in your library, no longer in that guide.

See also