Granting access to unpublished/draft articles

[Maria DeLaCruz]

Hi,

We have a requirement to grant itil users access to unpublished/draft knowledge articles.   I've changed the following property to include the 'itil' role:

However, when an itil user goes to Knowledge>Articles>Unpublished, this is all they see....

Please advise.

Thanks,
Maria

[Dave Smith1]

Rather than grant all users with the "itil" role to unpublished articles, consider setting up another role with an ACL that permits access.

Why do they need to see the unpublished articles? Will they be publishing/approving them? Or do they just need visibility of what's in the pipeline?

[Maria DeLaCruz]

Hi Dave,

Thanks for the response.

So, what we do in our organization is have users submit requests to publish articles to the Knowledge Admin via a Catalog Item.   The Knowledge Admin gets a task and creates the article.   On some occasions, the Knowledge admin would like the person who submitted the request to review the article before publishing it.

Since most of the users submitting articles are ITIL users, we decided to grant ITIL users access to draft articles.

Maria

[Nate23]

sounds like a daunting process for your knowledge admin. why not automate the creation of the article through the workflow. which could then assign the ka to the user who opened the request which should give them the right to view their submitted knowledge ka request.

Otherwise, you should just be able to add an extra read acl on the table so itil users can view it, but still why not submit knowledge articles through the knowledge base and have a process in place there?

[Dave Smith1]

Maria De La Cruz wrote:

The Knowledge Admin gets a task and creates the article. 
Since most of the users submitting articles are ITIL users, we decided to grant ITIL users access to draft articles.

Maria

Okay, some points here:

• knowledge admins don't create articles - that role is intended for those to create knowledgebases
• knowledge managers are the ones that manage a knowledge base
• contributors are thise that can create (and publish) articles

So your problem sounds like "how can I make all itil users authors of our KB?"   There are two ways:

1. create a user criteria containing those with the "itil" role, and add this user criteria to the Can Contribute tab of the KB
2. create a new role called something like "kb_authors" and base the user criteria off that, instead.   Give this role (via a group) to those that will be authors.

The first way means anyone with itil becomes a KB contributor, which feels too open - just having the ITIL role shouldn't grant them authorship.   As you say "most of the users submitting articles are itil users", the second approach means you can grant it to the "some" and distinguish between roles - i.e.: itil should be about fulfilment and support, rather than about knowledge content.