Publishing References
The approval workflow, per-language statuses, publication channels, release levels, and reviewer notifications.
Publication is deliberately a multi-step decision: what goes public, in which language, to whom, and on which channel are controlled independently on the Status & publication tab.
The approval workflow
Each language version of a reference has its own approval status:
| Status | Who sets it | Meaning |
|---|---|---|
| In Progress | Anyone with edit rights | Draft, work ongoing. |
| Suggested | Anyone with edit rights | Proposed for approval — the colleagues with publishing rights are notified. |
| Confirmed | Reviewers | Content reviewed and confirmed. |
| Approved and publicly visible | Publishers only | Released in this language. |
| Declined | Reviewers/publishers | Sent back — rework and suggest again. |
| Cancelled | Publishers | Withdrawn from the workflow. |
Users without the publish reference profile permission can take a reference up to Suggested — the approval statuses are locked for them. This separation lets teams work with a four-eyes principle: managers write, publishers approve. See Team & Permissions.
Public visibility
The Publicly visible reference checkbox is the master switch (requires publishing permission). A reference is publicly visible in a language when both are true:
- The language's status is Approved and publicly visible
- Publicly visible reference is enabled
A reference published only in German shows a language hint to English visitors (and vice versa) — see per-language availability.
Publication channels
Choose where the published reference appears:
- Website — the public platform: search, industry pages, your company profile
- Customer Showcase — your branded catalog for your own website
- API — the REST API feeding your website or intranet
- Digital Signage — your screen playlists
Companies can define additional custom channels; those appear here too.
Release levels
Even within a published reference, individual content pieces (contact data, contract value, employees involved, media files, partner roles) carry their own release level:
| Level | Visible to |
|---|---|
| My company only | Your team |
| Contacted companies | Companies you have exchanged messages with |
| All members | Logged-in users |
| Public | Everyone |
This lets you publish the story while gating the sensitive numbers.
Notifying reviewers
The status tab includes a notification block: select recipients (reviewers responsible for the reference's groups are suggested first), add an optional message, and the notification is sent when you save — by inbox message and, depending on each recipient's settings, by e-mail. This is the standard way to hand a Suggested reference to your publishers.
Anonymous visitors & the view limit
Public references are visible to anyone — but visitors without an account can only open a limited number of reference detail pages before being asked to register. References marked as Featured by the platform are exempt from this limit.
All references — including drafts and unpublished ones — count toward your plan's reference contingent. Delete abandoned drafts, or upgrade if you're at the limit. See Plan & Billing.