Reviewing, approving, and publishing articles with Team Publishing

What's my plan?

Team Publishing includes states for articles that are ready for review and approved for publishing. You can use these states as needed, depending on your workflow.

• Ready for review articles. You can either publish these articles immediately or you can approve for publishing later. Also, if needed, you can leave an article in review if you need to assign it to the author for updates or to another reviewer.
• Approved for publishing articles. You can either publish these articles or send for review, if needed. Articles in this state might be ready to be published at any time. For example, maybe an article is waiting for a publisher who has permission to publish in the appropriate section. Or, articles in the approved state, might be waiting for an event, such as a product release or update, and need to be published at a later date.

Agents can review, approve, and publish articles where they have management permissions.

This article covers the following topics:

• Reviewing articles to approve or publish
• Publishing approved articles

Reviewing articles to approve or publish

You can review articles that are in the ready to review state. When you review an article, you can either approve it for publishing later or you can go ahead and publish it.

If you need to change the workflow state for multiple articles at once, see Updating knowledge base articles in bulk.

To review an article

1. Open an article that is ready for review:
   • Click the link in the email notification to open the article you want to review.
   • In Guide, click Manage articles () in the sidebar, then click Awaiting review and open the article you want to review.

   If you don't have an email notification and you're not a Guide admin, you'll need the URL to access the article for review.

2. Review the article and make and save changes, if needed.

   If you save any changes, the article becomes a work in progress and no longer has the ready for review status.

3. When you are ready, do one of the following:
   • To submit for review, if you've made changes to the article, click the drop-down arrow on the Review status button, then select Awaiting review.

     

     The article moves from the work in progress status, back to the ready to review status. If you want to assign it to a specific user, click Assign or Reassign. See Assigning or reassigning articles with Team Publishing.

   • To approve the article, click the drop-down arrow on the Review status button, then select Ready to publish.

     The article has the approved for publishing status. If you want to assign it to a specific user, click Assign or Reassign. See Assigning or reassigning articles with Team Publishing.

   • To publish the article, click the drop-down arrow on the Save button, then select Publish.

     

     The article is published. The live version of the article is updated, if there is one.

Publishing approved articles

Articles in the approved for publishing state are waiting to be published. You can publish these articles when you are ready or you can send an approved article for review, if it is not actually ready to be published.

If you need to publish multiple articles at once, see Updating knowledge base articles in bulk.

To publish an approved article

1. Open an article that is approved for publishing:
   • Click the link in the email notification to open the article you want to review.
   • In Guide, click Manage articles () in the sidebar, then click Ready to publish and open the article you want to publish.

   If you don't have an email notification and you're not a Guide admin, you'll need the URL to access the article for review.

2. If you need to change the section or modify other settings and the Article settings panel is not displayed in the sidebar, click the Article settings icon () to expand the panel.

   

3. Click the Management and Placement cards to expand the article settings panels and make changes as needed, then click Update settings.

   

4. When you are ready to publish the article, click the drop-down arrow on the Save button, then select Publish.

   

   Alternatively, if the article is not ready to be published, you can select Awaiting review.

   

   The article is published and the live version of the article is updated, if there is one.

   If you sent the article for review, it returns to the ready for review status. You can assign the article to a specific reviewer, if you'd like. See Assigning or reassigning articles with Team Publishing.