Record lifecycle

Record versioning

Record versioning is available only for records created on the basis of versioned schema types.

• Only records in published state are visible and accessible via API. Records in draft, scheduled, or unpublished states cannot be retrieved through public API endpoints.
• Only records in published state are versioned.
• Only one version can be published or scheduled at any time, preventing content conflicts.
• Draft versions operate in complete isolation from live content systems.
• Multiple unpublished versions can coexist for comprehensive historical tracking.
• Unpublished versions cannot be directly reactivated - you must return it to the draft version first.

Record states

he table below lists all possible states a record can have. It also explains the conditions under which a record transitions into each specific state, based on the type of schema used to create the record.

State transitions

Record scheduling

Brickworks provides organizations with precise control over content timing and availability through a powerful, built-in scheduling system that automates the entire content lifecycle.

Rather than depending on manual deployments or scrambling with last-minute updates, teams can strategically plan, prepare, and orchestrate content activation to seamlessly align with business objectives, marketing campaigns, seasonal events, or compliance deadlines.

This scheduling capability transforms content management from reactive to proactive, enabling teams to work ahead of deadlines while ensuring content appears exactly when needed—whether that’s a product launch at midnight, a promotional campaign during peak hours, or regulatory content that must be active within specific timeframes.

Publishing options

When saving a record from draft state, users have flexible publishing options to control exactly when content goes live:

• Publish Immediately - The record transitions directly to Published state and becomes available via API instantly. This option is ideal for urgent content updates, critical fixes, or when you need immediate content availability without delay.
• Schedule for Future Publication - Set a specific date and time for automatic publication. The record enters Scheduled state and will automatically transition to Published at the designated moment. Perfect for coordinating product launches, marketing campaigns, or time-sensitive announcements across multiple channels.
• Time Window Publishing (Optional) - Define both a start date/time and an end date/time to create a limited-availability content window. The record will automatically transition from Scheduled → Published at the start time, then automatically move from Published → Unpublished when the window expires. This ensures content is only live during the specified period, making it ideal for limited-time offers, seasonal content, event-specific information, or compliance-sensitive materials that must be removed after a certain date.
• Automatic State Management All scheduled transitions happen automatically without manual intervention, ensuring your content lifecycle operates precisely according to your business requirements and timing constraints.

Versioning and editorial workflow

Record scheduling integrates with Brickworks’ versioning system to provide a smooth editorial experience that never disrupts live content. When modifying a currently Published record:

• A new draft version is automatically created, preserving your live content.
• The current published version remains active and accessible via API until you decide to replace it.
• Upon completing your edits, you have full control over the transition: -Replace immediately - Override the live version instantly with your changes
  • Schedule replacement - Set a future date/time for the new version to go live automatically.
  • Continue refining - Keep working on the draft without affecting the published content
• Every published version is preserved in a comprehensive log that captures the complete content history—including version, timestamps, user actions, and change details. More about versioning can be found in Record Versioning.

Real-life use cases for scheduling

• Retail Operations: Launch flash sales, seasonal promotions, or price changes at precise times (like midnight Black Friday deals) without requiring overnight staff or manual intervention.
• Marketing Campaigns: Schedule entire campaign content weeks in advance and automatically retire promotional materials when campaigns expire, ensuring consistent messaging across all touchpoints.
• Legal & Compliance: Deploy time-critical documents such as updated terms of service, privacy policies, or regulatory disclosures to become effective exactly when legally required.
• Product Development: Coordinate content releases with feature launches, app updates, or system deployments by preparing changes well in advance and scheduling them to align perfectly with technical rollouts.

Strategic business value

Record scheduling transforms content operations by delivering:

• Operational excellence – Eliminate manual publishing processes and reduce coordination overhead between teams, allowing content operations to run smoothly without constant supervision.
• Risk reduction – Prevent costly mistakes from premature content releases or missed deadlines for time-sensitive materials, ensuring content accuracy and compliance.
• Strategic coordination – Enable cross-departmental alignment and multi-channel content synchronization without requiring engineering resources or technical intervention for routine content operations.