KB Edit vs Publish

[jamiemccardle]

Our Community has both edit and publish article permissions in the same field.  Please see the image attached. 

Is there a way to separate these two?  

I know publish may directly relate to editing already publish articles, but curious if they can be separated to allow users to edit articles and not approve or publish drafts.

[JakeR]

There is a very powerful permission that specifies:

Create, edit, publish, and manage articles

If you are logged in (and you are the Community Manager), you probably see what you are seeing.  I would not assume that others see on your team see what you see.  But perhaps they do.  If so, then they have potent permissions that perhaps they should not have.  In which case there is another permission that specifies:

Start new articles and edit drafts

Or, alternatively, there is another permission that might be appropriate for certain members of your team:

Publish changes to unrestricted articles

To me, it sounds like you have to create and/or modify some roles and their associated permissions.  Or at the very least, (re)evaluate which team members are allowed to perform certain tasks and then grant or remove the appropriate roles.

PUBLIC SERVICE ANNOUNCEMENT and just a friendly reminder....

Do not individually modify permission settings for members of your team on a person-by-person basis.  Create or delete a 'Role' and make sure that the appropriate permissions are set for said role, and then assign the role (or remove it) from it the team member.

Everybody probably already knows this, but a little good Community Management hygiene reminder never hurt anybody. 🙂

[jamiemccardle]

Thank you for this information! 

I am aware of the roles and description of each role.  However, I'm noticing I can edit an article that has been published previously and save that edit as a draft before publishing.  

I'm hoping we can allow users to edit articles that have been previously published (not the permission to publish articles) and save as a draft by selecting 'save' and publishers can review and publish the saved edited draft.

Can this role be added to the KB permissions set?

[JakeR]

It would make complete sense that you can edit an article that was previously published, and then save that edit as a draft before publishing.  After all, you are likely an administrator on the Community! 🙂

But this sounds like a tough one to get to...

I'm hoping we can allow users to edit articles that have been previously published (not the permission to publish articles) and save as a draft by selecting 'save' and publishers can review and publish the saved edited draft.

Sadly, I dont think the permissions are that well sliced and diced in order to achieve what you are talking about immediately above.

Can this role be added to the KB permissions set?

Just to clarify, roles are not added to a permissions set.  Roles are created, and the permissions in the software are either 'allowed' or 'denied' for each role.  I think what you are requesting is that the TKB permissions be further decoupled from each other so that a Role can be created by you with with laser-focused permissions. 

As an aside, one of the complaints / criticisms our software has received over the years is that certain permissions are too expansive.  For most Community Managers, our current laundry-list of permissions is enough to get them where they want to go, but there are always edge-cases and very specific tasks and scenarios that beg the question of whether the current permissions can be broken down into more minute parts.  I am not sure why, but our Product Management team has always been very slow (if not averse) to decoupling permissions into smaller parts.  Perhaps it is very painful, Development-wise, or perhaps, for the hundreds of communities that are currently in-flight with their permissions already set up the way they are, it poses a problem. 

@AndrewF  @ChristineC       

[keckhoff]

I am running into an issue with our community where the Create, edit, publish, and manage articles permission is required to allow our members the ability to publish documents. This is something they need to be able to do without our group owners having to monitor everything. Unfortunately the permission allows access to edit Restricted and Blocked articles. I've denied Edit restricted articles.

If I grant Start new articles and edit drafts and Publish changes to unrestricted articles it does not allow what we need to happen. 

Suggestions?

[RahulHa]

Hi @keckhoff Have you considered leveraging the self-publish flow with TKB v4?

In this flow, we assign all the three permissions (Start, Review & Publish) to a single community member so that they can author and take it all the way to publication themselves. This along with the permission 'Edit own articles post publish' should hopefully address your requirement here. This combination of permissions will not allow edit of Restricted and Blocked articles.

Here's a handy reference: Workflow Enhancements: TKBs and Blogs 

@SohilM 

[keckhoff]

@RahulHa thank you!!!!! That fixed my issues.