Guide Team Publishing enables advanced knowledge management workflows, making it easy for teams to collaborate on and manage content. Teams can set up collaboration workflows to review, approve, and publish content. They can also stage content updates for published articles without affecting the live content.
Articles move through various content states as needed, and can be assigned or reassigned to team members as needed. Team Publishing includes four article states and direct article assignment. You must be on Guide Enterprise to use Team Publishing.
Overview of Team Publishing workflows
Team Publishing makes it easy for teams to collaborate on new and updated content. The following graphic shows some of the possible Team Publishing workflows.
About Team Publishing article states
Team Publishing includes four article states:
- Published A published article has a live version currently published in your Help Center. It is possible for an article to have a published version and a version in another state.
- Approved for publishing These articles have been approved and are staged for publishing when you’re ready.
- Ready for review These articles have been updated and are ready for review by another user.
- Work in Progress These articles are being created or updated, but are not ready to be reviewed or published. Any changes will not affect the published version of the article. Any saved changes to an article in the review or approved state will put it in a work in progress state.
The article state for an article is indicated at the top of the article when it's in edit moce.
If you are a Guide Manager, you can view all articles in a particular state in the associated article list.
Comments
10 comments
Jennifer,
The diagram is very helpful esp since we have KCS I (Candidates), KCS II (Contributors), and KCS III (Publishers). Very relatable to KCS methodology. Thank you!
Thanks, Mary! Glad it's helpful!
So, with Guide Team Publishing, does this mean that the person that creates or edits the article does not have permissions to publish the article?
Hi Lorie,
Permissions for editing and publishing have not changed. That is set at the section level. So if someone has permission to create and edit articles in a section, they also have permission to publish in that section.
Hope that helps!
I should add that more granular controls might be available in the future, so that you can control editing vs publishing rights. But for now permissions have not changed for Team Publishing. It still works like this:
https://support.zendesk.com/hc/en-us/articles/224892667
Hi Jennifer,
So here are my questions. Can you verify (even though I think you answered above):
Thanks,
David
Hi David,
1) Yes, that's true. Article editing/publishing will be controlled by permission groups (as opposed to the section-level setting) when that feature is available. It will enable more granular control of your team publishing workflows.
2) Yes, you must have Guide Enterprise to use Team Publishing.
Hope that helps!
Hey Jennifer,
I'm new to Zendesk, so obviously new to this workflow. :)
So, when I mark an article as "ready for review"
1. Do I also have to assign it to the person I wish to review it (e.g. my manager, an SME)?
2. Can the reviewer make changes to the document while the article's "state" is Ready for Review?
Thanks,
Stephen
Jennifer, please advise. Thank you.
Hi Stephen,
1. Yes, it's a good idea to assign the article to the reviewer when it's ready for review. It's not required, however. You could have reviewers monitor the Ready for Review queue (as long as they have access) and work on articles as they are ready. But if you want the reviewer to receive a notification, you should assign the article.
2. You cannot assign an article to someone who does not have permission to edit the article. So if you assign an article to a reviewer, then they will be able to make updates to it. It is possible that you might have a reviewer who does not have permission to edit the article. It just depends on permissions for the section the article is in.
Hope that helps! If not, let us know.
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