Publishing assets in the Correspondence Management Solution 3.0

The Correspondence Management Solution 3.0 introduces the concept of publishing assets, and deprecates the concept of activation (which was used in the 2.5.x version of the solution).

The solution is typically configured on two separate (ADEP Experience Server) instances – an Author instance and a Publish instance (see the installation and configuration documentation on how to configure the solution over the two instances).

The Author instance is one on which assets/templates are created and managed (using the Manage Assets interface). One can also Preview the Letter templates created on the Author instance, which launches the Create Correspondence interface in a document preview mode.

The Publish instance is one on which the final correspondence is created by agents (using the Create Correspondence interface), using the designed letter templates and published assets. The Manage Assets interface is also available on this instance, but with restricted actions.

Once done with the asset authoring, they must be marked Ready to Publish, indicating the same to the persona (which would typically be different from the one creating/editing the asset) responsible for publishing the asset, who can then go ahead and publish the asset. Note that when publishing an asset, all assets related to this asset should be in Published or Ready To Publish state. Assets that are in Ready To Publish state are published automatically, while the ones that are already Published, are ignored. If any related asset is in a Modified state, the publish operation is aborted, and hence cannot proceed until all related assets are marked Ready to Publish. The understanding behind this behavior is that there could be different persona involved in creation of various related assets, and it is essential that each one of them marks the respective asset ready to publish (indicating completion) before they can really be published.

Here’s a state diagram for various asset states, and how they transition on various actions:

On publishing an asset, a new version of the asset gets created on the Author instance, and the asset is immediately ‘replicated’ over to the Publish instance, which always has a single (head) version of an asset.

Also note that any related Data dictionaries are not published automatically when assets that use it are published. You are required to explicitly publish data dictionaries.

Read more on asset publishing and versioning here.