Force review for all articles
under review
Hananel Livneh
I want to create in my KB a review process so that every change to the content is reviewed before being published. This needs to be done automatically, and work also for editors. I want also editors content to be reviewed before it is published.
The idea is that no content can be published, by anyone, without at least one more person reviewing it.
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Thiru
Shannon Greywalker thanks for pitching in and providing a detailed steps to our users and sharing your skils in the products for the community. Take a bow !!
Thiru
under review
Shannon Greywalker
You can build this into your workflow today. We have implemented this central editorial function already in our environment. The approach is:
- Create a custom contributor role, or modify the default "Contributor" role, so that the role can add/update articles and categories, and can apply _existing_ tags. But prevent that role from publishing articles, deleting categories, or creating new tags. (You don't have to do all this; it's just the way we set up this custom role in our workflow.) You set most of these permissions in the "Content role" sub-tab when editing the role. The "Publish Article" option is in Categories & Articles > ARTICLE.
- In Content Tools > Workflow designer, create a new workflow status called "Ready to Publish", with a Description like "Tells the central editorial team to review and publish".
After doing this, reassign every team member _except_ your approved editorial team to the new custom role. Then educate them that when they are finished with a draft and want to get their changes published, they must choose the "Ready to Publish" option from the article's WORKFLOW STATUS dropdown.
You can monitor all the "Ready to To Publish" state changes in the "Workflow Assignments" area of the Portal. You can also adjust your Notifications to send all your editorial team members (or manager) an email (or just print a notice to a Slack channel, or whatever) when "Article workflow status updated".
This general pattern can be modified any way you like. For example, if you want two stages of editorial review, you just need two custom roles and create a workflow status that is unique to each custom role. Meanwhile, only some third "managerial" or "admin" role has the ability to actually press the publish button.
sydenie le fay
this is our desired workflow as well, being able to flag the entire KB as 'needs review' just for the one time to jumpstart a yearly cycle would be ideal.
Shannon Greywalker
sydenie le fay: You can flag the entire KB this way by using Content Tools > Bulk Operations.
If you have more than 200 articles in the KB, you'll need to do this in stages of 200 articles at a time. Use the "Review reminder" filter at the top of the Bulk Operations to choose "Fresh". This will surface a new batch of articles that you can bulk-flag with the "Review reminder" action.