The new embargo feature in the nsw.gov.au content management system (CMS) introduces an additional security on sensitive content by restricting unauthorised access.
Unpublished content in the CMS can be set to embargo. When content on an agency page is marked as ‘embargo’, only authorised users assigned to the specific agency editorial group can access it. This is useful for confidential or sensitive information as no other users have access to the content until it is live on nsw.gov.au.
Embargo vs non-embargo content
The main difference between unpublished content with or without an embargo is that:
- unpublished content with an embargo is only available to members of the related editorial group
- unpublished content without an embargo is visible to all nsw.gov.au CMS users.
On this page
Placing content in embargo
Most content in the nsw.gov.au CMS can be embargoed. You can do this by checking the Embargo checkbox on the content's Advanced settings panel.
New pages
When creating a new page, go to the Advanced settings panel and check the Embargo checkbox.
Existing pages
For an existing page, click Pre-published draft (or Published - live for a published page) then Edit content. Then go to the Advanced settings panel and check the Embargo checkbox.
Publishing embargo content
All embargo content still needs to go through your agency's publishing process. This is the process you follow for all other content. This may include sending your content for review and publishing.
After publishing, embargo pages are viewable on nsw.gov.au. Pages no longer stay under embargo after publishing. Once a page is published, the embargo flag disappears. Only members of the relevant editorial group can update the published content in the CMS.
Embargo content features
Access and permissions
- Access to embargo content is restricted to the relevant editorial group. Only users who are part of the editorial group can access the content.
- Users must request membership to the relevant editorial group. To request membership:
- Seek approval from the relevant agency contact. This should be an email from the agency contact stating their approval for the request. Any request without this approval will be rejected.
- Attach the approval email in the Access to nsw.gov.au platforms form, selecting 'Drupal CMS' from the drop-down. Fill in the required fields and submit the request.
- Users must request membership to the relevant editorial group. To request membership:
- Any user outside the relevant editorial group can view the page when it is no longer under embargo. Though only those within it can update it, as per current process.
- Removing a user from the editorial group takes away their access to the page in embargo. They can no longer view or edit the embargoed page. This includes any draft or previous versions of the page they have worked on.
- A user's assigned roles determine what they can do with embargoed content. For example, users with the publisher role can edit, approve and publish it. While those with editor can only edit.
- Only users with the roles Content Admin, Publisher or Site Manager can enable or disable embargo.
Use the table for a summary of access and permissions to embargo content.
| Embargo | Editor, Approver in editorial group | Content Admin, Site Manager and Publisher in editorial group | CMS user not in editorial group |
|---|---|---|---|
| Published content |
|
|
|
| Unpublished content |
|
|
|
Page properties
Inheritance
- Child pages do not inherit the embargo status from their embargoed parent pages. All pages, regardless of hierarchy, are set to embargo separately.
Archival
- When archiving pages in embargo, publishers will need to disable the embargo. Otherwise, the checkbox stays active, and the page remains in embargo.
Revisions
- New revisions for embargoed pages will also have embargo enabled.
Components
- The embargo status is set on a page-level. It is not possible to embargo only certain components on a page. This means that all components set up on a page will be under embargo alongside the page. The reverse is true – when the embargo is lifted on a page, all components on the page will no longer be embargoed.
Content
Viewing and Publishing
- There are no restrictions for viewing published embargo content on the live site. After publishing, it is available for all nsw.gov.au site visitors to see.
- The embargo checkbox remains enabled even after publishing the page.
- The publisher will need to uncheck the box after publishing to lift the embargo if needed.
- Scheduled publishing for embargo content will work the same as any other content.
- Preview links are not supported for embargo content. This means that while a page is under embargo, it cannot be shared or viewed by a preview link.
Listing view
The content listing view is accessed through Manage > Content. In the listing view:
- Embargoed content is not visible for any users outside the relevant editorial group.
- Users within the relevant editorial group can view and access the embargoed content.
- All users in the nsw.gov.au CMS can view published embargoed content.
Accessibility
ReadSpeaker is available on embargo content. It provides text-to-speech functionality on CMS content. Users can use this to help them create and publish their content at any time.
Content guidelines and exceptions
- Do not use custom blocks (under Manage > Structure > Block layout) and micro-content for embargo content. CMS users outside the embargo editorial group can access these. Editors should select other components more suitable for embargo in these cases.
- All custom blocks have the following warning message as a reminder – “Do not use custom content blocks when creating embargo content. Custom content blocks when added to pages that are marked embargo may expose content to unauthorized users."
- The embargo checkbox is not available on micro-content types. These include notices, webforms and grants.
How to use embargo – Do’s and Don’ts
Do:
- Use embargo for confidential or sensitive information that must not be accessed before a set date and time. For example, government announcements, media releases, and policy updates.
- Apply embargo to content requiring a controlled and timed launch. For example, the NSW Treasury budget or other significant government announcements.
- Double-check the editorial group to ensure the right members have access.
Don’t:
- Apply embargo to routine content that isn’t time-sensitive or confidential.
- Select large editorial groups (for example, an entire agency) unless everyone in that group should see the content.
- Apply embargo to content you expect multiple teams to work on without coordinating access first.
Need any more help?
If you have any questions, or require assistance with anything mentioned in this article, submit a request via the webform.