With Team Publishing, articles move through content workflow states as needed during the content lifecycle. Team Publishing includes four article states. You can view a list of all the articles in any given state. You can also view a list of all the articles assigned to you through Team Publishing.
You must be on Guide Enterprise to use Team Publishing. You must be a Guide admin or an agent with edit permissions to view Team Publishing article lists.
To view the Team Publishing article lists
- In Guide, click the Manage articles (
) icon in the sidebar.Your All articles list opens by default.
- Click any of the Team Publishing article lists to view a list of articles in that state:
- Guide Publishing states
- Published A published article has a live version currently published in your Help Center. This includes all live translations, if you support multiple languages. It is possible for an article to have a published version and a version in another state.
- Drafts An article in a draft state has not been published.
Guide Review states
- In Progress An article in progress is being created or updated, but is not yet 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.
- Awaiting review Means the article has been updated and is ready for review by another user.
- Ready to publish An article that is ready to publish has been approved for publishing
when you’re ready or it has been scheduled for automatic publishing.
The Archived state
- Archived This means the article has been unpublished and moved to your archive. It will not return in searches in your knowledge base. Any article can be set to an archived state, regardless of whether it came from a publishing state or a review state.
2 Comments
Agents on our team who contribute articles in Guide are complaining that they have to bookmark or otherwise manage their work in progress articles to get back to them. I agree. I'd expect be able to see my work in progress articles in some way.
As the Help Center manager, I am unwilling to extend the Guide Manager role to agents.
Are there plans to enhance Guide to facilitate Team Publishing and Knowledge Capture features?
Hey @Jacqueline,
If you're using Guide Enterprise, this is definitely possible. Agents can click on 'Guide Admin' in the navigation bar while logged in on the Help Center.
Once in the admin area, they should be taken to the Manage Articles page where they'll be able to see any article they have permissions to edit. They don't need to be Guide Managers and you can set up agents with edit permissions only on the articles you want them to have access to using Management Permissions. This should allow any agent to find articles they have in Work in Progress, assigned articles, etc. directly in the Manage Article interface. Let me know if that makes sense, otherwise we can file a ticket and help you troubleshoot further.
Thanks!
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