Aurora: Overview of Content Workflow and Approval feature for Knowledge Base articles and Blog posts
Granular control over author, editor, and publisher permissions, enables you to clearly define who can perform each task in the publishing workflow. Each blog post or KB article moves through different states, and members can view the latest state of articles and blog posts via Manage Content Dashboard.
This flowchart shows how an article moves through the publishing workflow and the tasks members with specific roles can perform.
Feature Enablement
Admins can enable content workflow in your community. To enable it, goto Account menu> Settings> Features> General and enable Content Workflow.
Learn more on how to enable Content workflow in the community.
Key features
BlogAuthor: Can start and edit blog articles
BlogEditor: Can edit on articles that are in the Awaiting Review state. BlogEditors can send articles back to the BlogAuthor if there are changes required or can forward the article to the BlogPublisher for publication
BlogPublisher: Can approve and publish articles that are in the Awaiting Publication state or send the article back to the BlogEditor if additional changes are needed.
KBAuthor: Can start and edit TKB articles
KBEditor: Can edit articles that are in the Awaiting Review state. TKBEditors can send articles back to the TKBAuthor if there are changes required or can forward the article to the TKBPublisher for publication
KBPublisher: Can approve and publish articles that are in the Awaiting Publication state or send the article back to the TKBEditor if additional changes are needed.
You can find these roles when you clcik your Account Menu > Settings > Users > Community Permissions Default.
Learn more about enabling this feature and assigning roles to members
- 3-step workflow: Once you assign the above roles members, every draft will go through the process of publishing articles with a 3-step workflow that provides for authoring, editing and publishing. Below is an example of a blog post’s draft page that was written by a member with a BlogAuthor role and submitted for review. You can see the status of the draft, version number, and perform further actions depending on your role in the workflow process.
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When the drafts are in the 3-step workflow and yet to be published, you can- Manage Content: Track an article’s or blog post's journey in the publishing workflow and make it easier to take relevant actions using the content management dashboard.
- Compare two revisions of a draft: Compare any two versions when the article or blog post is in the workflow process. The differences between the two versions are highlighted
- View Draft History: Track every action each member performs on an article or blog post until it is published.
- Manage Content: Track an article’s or blog post's journey in the publishing workflow and make it easier to take relevant actions using the content management dashboard.
Note: As of today, email notifications are not sent to members with these roles. This feature will be available in a future release.
Knowledge Base article and blog post states
In this publishing workflow, knowledge base articles and blog posts can be in one of four states:
- Draft: Articles or blog post has been created or edited but isn't ready to be reviewed or published
- Awaiting Review: Article or blog post draft is ready for review
- Awaiting Publication: Article or blog post has been reviewed and is ready for approval and publication
- Published: Article or blog post has been published. If this article or blog post was a revision for an already-published article or blog post, respectively, this new version replaces the previous version in the community