Refer Back Functionality in KM Review Stage, Editable Fields & Approval Status Rollback

[BiswalNayak]

Hi Community,

I’m trying to implement a custom behavior in Knowledge Management during the Review stage and would like to know if this is supported out-of-the-box or requires customization.

Here’s the scenario:

• When a reviewer clicks the "Refer Back" button:

  • The approval status changes to "No longer required".
  • The workflow state does not change.
  • Certain fields become editable for the requester.

• Once the requester updates the required information and clicks "Update":

  • The approval status should change back to "Requested".
  • The article should re-enter the review process.

[pavani_paluri · Accepted solution]

Hi @BiswalNayak ,

We can achieve this using below methods:
Custom Workflow step → Modify the Knowledge Review workflow so “Refer Back” doesn’t send the article to Draft, just changes the approval flag.
Custom Button (UI Action) → Build your own Refer Back button that sets “No longer required” and allows edits, then a Business Rule flips it back to “Requested” when the author updates.
Playbooks / Flow Designer → Create a custom Review stage with a loop (“Refer Back → Author Update → back to Review”).

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 @BiswalNayak 

Could you Please accept the solution if that solves your problem

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