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.
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.
The workflow for Enterprise plans
The workflow for all plans, except Enterprise plans
About Team Publishing article states
Team Publishing includes the following workflow states:
- 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- Archived This means the article has been unpublished and moved to your archive.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.
The status of an article is indicated next to the article title when in edit mode.
If you are a Guide admin, you can view all articles in a particular state in the associated article list.
Is there any workflow in Guide that would support reviewers adding comments or suggested edits (along the lines of a 'track changes' type feature)? We have the use case of an article needing a technical review, we want to capture feedback in the article but without the reviewer actually editing the text.
There isn't anything in Guide that allows you to comment or suggest edits without updating text. I've created some other processes depending on the person I'm working with and how familiar they are with Zendesk.
For people who work in Zendesk regularly, I have them edit the article and use bolded and italicized text for their comments and feedback. Although this is editing the text which isn't what you are looking for, thought I'd throw it out there as an idea. It does work well with those folks who work a lot in Zendesk. I also can roll back to the published version really easily with the Revisions option if nothing needs to be changed.
For people who aren't as engaged with Zendesk, I usually just copy and paste the article and drop it in a Word document and turn on Track Changes. It's an extra step but it does preserve my content and makes it easy for the person doing the review/changes. When it comes back, I just make the necessary changes in my Zendesk article. It's a few extra steps but don't find it to be time consuming or difficult.
The one piece that is missing for me in both of these workarounds/methods is managing what is out for review. That is something I haven't been able to figure out a good way to handle.
Using team publishing, we're trying to streamline our process a bit. Here's what we'd like to have happen.
Are these kinds of notifications possible? I've looked several places and am either searching the wrong terms or I'm looking in the wrong places.
Any help would be great!
Are there any plans to make the Review Status available within the API endpoint?
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