How to set up Knowledge Article approval flow?

[emiltalley]

Hi all,
I’m trying to set up a Knowledge workflow where:

• The author submits a KB article
• The system automatically routes it to the author’s manager for approval
• After the manager approves it, it goes to our Knowledge Team for formatting and final adjustments
• Only then should it be published

I’m looking for the best way to build this (Flow Designer? Workflows? Approval Rules?).

Any guidance or examples would be appreciated!

[pavani_paluri · Accepted solution]

Hi @emiltalley 

The cleanest way to build this workflow is with Flow Designer. It’s the modern, low‑code option and easier to maintain than legacy workflows.

Here’s how you can set it up:

1. Trigger → When a Knowledge article is submitted (state = Draft).
2. Manager Approval → Add an approval action that routes the article to the author’s manager.
3. Knowledge Team Task → If approved, automatically create a task assigned to the Knowledge Team for formatting and adjustments.
4. Publish → Once the Knowledge Team marks the task complete, update the article state to Published.
5. Rejection Handling → If the manager rejects, keep the article in Draft.

You can extend the baseline Approval Publish workflow for Knowledge with this extra step for the Knowledge Team, but Flow Designer is recommended for new processes. It gives you approvals, notifications, and audit trails in a way that’s upgrade‑safe and future‑proof.

So: Use Flow Designer with sequential approvals and tasks — manager first, then Knowledge Team, then publish.

Mark it helpful if this helps you to understand. Accept solution if this give you the answer you're looking for

Kind Regards,

Pavani P

[pavani_paluri]

Hi @emiltalley 

Could you Please accept the solution if that solves your problem.

Thanks,

Pavani.