This article explains the catalog version statuses and the process of modifying, certifying, and publishing content.
Each catalog version moves through a series of statuses during its lifecycle. Understanding these statuses helps authors know what actions are available at each stage and how to manage content updates.
Catalog version statuses
Catalog version statuses
| Status | Description | Can Modify | Available to Users |
| In Progress | Content is being created or modified | Yes | No |
| Ready | Content is ready for testing | No | Internal users only |
| Activated | Content is live and available | No | Yes (based on access rules) |
| Deactivated | Content is no longer available | No | No |
In Progress
The In Progress status indicates that the author is actively working on the content. This can include:
- Creating new content
- Modifying existing content
- Deleting items
- Updating the catalog
Creating an In Progress version:
| Method | Description |
| Create new version | Starts a blank version with no content |
| Duplicate existing version | Creates a copy of an existing version with all its content |
Ready
The Ready status is a testing state – content cannot be modified but is not yet available to end users.
Who can see Ready versions:
- Internal users within the catalog account
- Users with the Author role (for manufacturer catalogs)
This status allows testing the content in consumption applications before activating it for production.
Activated
The Activated status means the content has passed validation and is available to users based on the configured access rules.
Deactivated
The Deactivated status removes the version from availability. Previously activated versions can be deactivated when no longer needed.
Status flow
The version status flow moves in one direction only:
In Progress → Ready → Activated ↔ Deactivated
- Once a version is set to Ready, it cannot go back to In Progress
- The only reversible transition is between Activated and Deactivated
Making changes to a ready or activated version
If changes are needed to a version that is already Ready or Activated:
- Duplicate the version (this creates a new In Progress version)
- Make the required modifications
- Run the certification and publishing process again
There is no "reject" option to return a Ready version to In Progress. Duplication is required to make any modifications.
Certification
Certification validates the catalog content before it can be published. It runs automatically when moving from In Progress to Ready.
Running certification manually
Certification can be run manually while the version is still In Progress:
- Click the three dots on Actions on the catalog version
-
Select Run Certification
This allows authors to check for issues before attempting to publish.
Certification Results
| Result | Description | Can Publish? |
| Passed | No issues found | Yes |
| Warnings | Minor issues found | Yes |
| Errors | Critical issues found | No (must fix first) |
Check the Activity Logs to see detailed information about warnings and errors.
If certification fails with errors, fix the issues in the Authoring Hub and run certification again. Duplication is not required at this stage – modifications can continue while the version is still In Progress.
Deactivating a version
To deactivate an activated version:
- Navigate to the activated version
- Hover on the Activated state and click. The status should change to Deactivated.
The version will no longer be available to users but can be reactivated if needed.
Access rules
When a version is Activated, access is controlled by:
- Catalog access settings (default)
- Version-specific access rules (if configured)
Version-specific access rules take priority over catalog access settings.
Access Rule Logic
-
Multiple rules within a set use AND logic (all conditions must be met)
-
Multiple rule sets use OR logic (any set can grant access)
In this case access is granted if either Rule Set 1 OR Rule Set 2 is satisfied.
Note: once one of these rules is activated – the catalog might become available for some markets that it was not intended to be available.
Managing Access Rules
Access rules can be:
- Added to individual versions
- Copied from one version to another
- Deleted when no longer needed
For more information on access settings, see this article.