Hello Manu,
Before you begin building, please confirm the exact field names by navigating to System Definition → Tables → kb_knowledge → Columns. Specifically, identify your Document Type field (whether custom or out-of-the-box) and the Prepared by / Author field (typically named 'author' or 'u_prepared_by'). These API field names are essential for referencing within Flow Designer.
Pre-Requisites:
- Access Flow Designer via the All menu and search for Flow Designer.
- Create a new Flow, ideally named "KB Article Approval Flow".
- Set the flow to run as System (recommended).
- Configure the trigger: Record-Based → Created or Updated → Table: Knowledge (kb_knowledge).
Flow Structure Overview:
The flow is initiated whenever a KB Article is created or updated. Based on specific conditions, it determines the approval path:
- If the Document Type is A and Prepared By is B:
- Request approval from User C.
- If approved, seek further approval from Group D.
- Upon Group D's approval, publish the article.
- If the Document Type is B and Prepared By is C:
- Request approval from Group E.
- If approved, request additional approval from Group F.
- Upon Group F's approval, publish the article.
Step-by-Step Build:
1. Add the Trigger:
- Set the trigger to 'Record Created or Updated' for the kb_knowledge table.
- Optionally, filter to run only when the Workflow state changes for efficiency.
2. Add an IF Condition (Case 1):
- Add a Flow Logic IF step.
- Condition: Document Type is A AND Prepared by is B.
3. Within Case 1:
- Add the "Ask for Approval" action.
- Set the record to the KB Article.
- Specify the approval field.
- Approver: User C.
- Approval Rule: Anyone Approves.
4. Handle Case 1 Approval Result:
- After approval by User C, add another IF step.
- Condition: Approval Status is Approved.
- Then add another "Ask for Approval" action for Group D.
5. Handle Group D Approval Result:
- After Group D's approval, add a final IF step.
- Condition: Approval Status is Approved.
- Add the "Update Record" action to set Workflow State to Published.
6. Add ELSE IF for Case 2:
- At the top-level IF, add an Else If condition.
- Condition: Document Type is B AND Prepared by is C.
- Repeat the approval flow: Group E → Group F → Publish.
7. Handle Rejections:
- For every approval step, create an Else branch for the rejected outcome.
- Add the "Update Record" action to set Workflow State to Draft or Review.
- Optionally, add a "Send Notification" action to inform the article author of the rejection.
Let me know if you need further clarification or guidance on any of the steps.
