# Publishing {% hint style="info" %} **Who can use this feature?** Project Admins can configure the publishing routine, publish the plan for the project and enable Share to Web. *** All Project users can open Published Versions, and copy the public URL. {% endhint %} Publishing takes a snapshot of your plan at a specific moment. It’s great for sharing, keeping the team aligned, or using as a baseline to compare progress. ## Set up the Publishing Routine *** Creating a publication routine lets you set recurring deadlines for task updates, helping keep the whole project team aligned and on track.
**Setup a Publishing Routine:** * Click your Project Title in the top left and select `Publishing` * Click the settings icon in the top right * Configure the Publishing Routine by setting a `Lookahead Period`, `Publication Frequency`, and `Publication Requirements`
How the Publishing Routine Works * Setting a Publication Frequency triggers notifications to all Task Owners that they need to Ready their plan before the deadline each week * Adds a Due Date above the Gantt, counting down till when you're expecting to create the next Published Version * Teams typically set the Publishing Frequency to align with their weekly planning meetings. E.G if your Lookahead meeting is on a Friday, set the Publishing Deadline for Thursday at 5pm so you can ensure all Task Owners have updated their plans ahead of the meeting, and so that you can create the offical weekly Publish in time for the session
Publishing Routine Settings | Option | Function | | ------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------- | | Lookahead Period | The lookahead period is the window of time where all plans are expected to be kept up to date. | | Publication Frequency | Projects set a recurring target for when users should create a new Published Version. | | Time | The time of the next Publication deadline. | | Timezone | The timezone for the project | | Frequency | A recurring target for when users should create a new Published Version. | | Publication Requirements | Set specific fields which are required for publishing. As users update their plans these will flag as missing data if fields are left incomplete. |
## Check if the Plan is ready to Publish *** Before publishing, check that your team has updated their part of the plan and that there are no outstanding issues. When you're ready, just hit ‘Publish’, you can do this anytime, even if some team members haven’t marked their work as ready.
**Check the Plan:** * Click your Project Title in the top left and select `Publishing` * Click into the `Next Scheduled Publication` * Check the user table to see if the team have readied/reviewed their plan, if they have any Clashes, Overdue Blockers or Missing Data * Decide if you're happy to Publish or if more updates are needed first See also: Make Ready ## Publishing the Plan *** Once you're happy with the plan, Publishing takes a snapshot of it at that exact moment in time.\ Published Versions are shared with everyone on the project and stored as a historical record - capturing how the plan looked, week by week. **How to Publish the Plan:** * Click your Project Title in the top left and select `Publishing` * Click into the next scheduled publication * Select `Publish` in the top right * A menu will appear with a summary of the data you're about to Publish * Select when you're ready to create the weekly version
How Publishing Works * Published Versions include all project data, not just the lookahead or Made Ready tasks. * You can publish at any time, even if teams haven’t marked their work as ready or it’s not the Target Date. * Versions are created manually; they won’t be published automatically on the Target Date. * Each version is numbered by default (e.g. *Published Version 1*), but you can rename them at any time. * Creating a Version adds it as a historical record within the Project.
## Publishing Automations *** During the Publishing process, Automations let you optionally set historic tasks to ‘Done’, locking them in place or mark Tasks within a set window as ‘Promised’. A Promised Line will appear on the Gantt to show where commitments end, helping track delays and their impacts. **To Mark Historic Tasks as Done:** * Open your upcoming Published Version and click * Toggle `Set Historic Tasks to Done` **To set a Promised Period:** * Open your upcoming Published Version and click * Toggle `Promise Tasks` * Pick a date for the Promised Period to end **To send a notification:** * Open your upcoming Published Version and click * Toggle `Send Notification` See also: Task Status
How Publishing Automations Work | Property | Description | | -------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Promise Tasks | Tasks will be promised up to the date set. Promised Tasks will require statuses when editing their dates. | | Set Historic Tasks to Done | All Tasks prior to the Publication Date (Today) will have their Status set to ‘Done’. This will lock Progress Updates and Start & End Dates. Task Status can be changed at any time. | | Send Notification | All users added to the Project Users list will receive an email with a link to the most recent Published Version |
## Compare the Live Plan to a Published Version *** Compare the live plan with any Published Version to see how things have moved. Spot where Tasks have slipped or improved as the plan progresses.
#### To turn on a Published Version Baseline: * Click at the top off the Gantt * To compare the Live Plan to a previous week, select `Baseline` * This will show a list of all Published Versions on the Project * Select any option to see how how your current plan compares to your Baseline ## Open Published Versions *** You can open any historical Published Version to view the full plan exactly as it was at the time of publish. It’s fully interactive so you can use filters, open Task Details, view the Map - just like the live plan. The only difference is that everything is read-only, like an interactive PDF. **Open a Published Version:** * Click your Project Title in the top left and select `Publishing` * Locate the list of all Published Versions in your Project * Hover over an existing published version and click `...` * Select `View Version` See also: Print Published Versions
What’s Not Included in a Published Version Everything in the Live Plan is mirrored in the Published Version, aside from a fey key exceptions: | Not Included | | ----------------------- | | Clashes | | Documents | | Comments | | Saved Column Configs | | Blocker Summary Panel | | Milestone Summary Panel | | Board View | | List View |
## Shared Published Versions *** Published Versions can be Shared to Web to allow anyone (including non-Aphex users) to view the plan.
**Enable sharing:** * Click your Project Title in the top left and select `Publishing` * Locate the list of all Published Versions in your Project * Hover over an existing published version and click `...` * Toggle on `Share to Web` * Optionally toggle `Include Baselines` or `Include Progress Updates` * Copy the URL and share with anyone
Controlling Public Data * At any time, Admins can turn Share to Web off. This will mean no-one can access any data via the Shared URL. | Included Data (optional) | Information shared | | ------------------------ | ---------------------------------------------------------------------------------- | | Baselines | Allow guests to see all historic baselines from previous versions and imports | | Progress Updates | Allow guests to see all Progress Updates (delays & improvements) recorded on tasks |