Policy is getting published but not reflecting in knowledge base workflow

[Sanel]

I have a policies in which whenever I create a new policy it gets published and the KB article is also available in the knowledge base , but there is a workflow field in knowledge base which shows the status in draft state even though its published.I am attaching the screenshot it will help in understanding the issue.

Thank you for your help in advance 🙂

[sachin_namjoshi · Accepted solution]

Make sure that GRC knowledge base in selected before publishing GRC policy.

Also, make sure that GRC knowledge base has correct KB article publish workflow.

Regards,

Sachin

[Community Alums]

Hi Sanel,

Saichin is right because the lookup comes from the business rule "Publish to KB". The workflow is responsible to change between states, get approval from reviewers etc until it gets published.

There are 2 business rules responsible to trigger the workflow:

• Start policy approval workflow (condition state changes to awaiting_approval)
  
  

  new sn_grc.GRCUtils().startWorkflow('Policy Approval', current); ​

  
  
  
• Start policy review workflow (condition state changes to published)
  
  

  new sn_grc.GRCUtils().startWorkflow('Policy Review', current); 
  ​

[Phil Swann]

The important thing here is that the responsibility for publishing a Policy is really handled by the Policy workflow, so the Knowledge base you select for any given policy (it could be any, not just GRC) SHOULD have instant publish and instant retire set as their workflows. GRC KB does by default hence it is used, but it could be any KB you want. It is not critical to select GRC, but use that one as an example depending on your requirement.

The danger is if you want to publish the policy and everyone has approved it - then it triggers another workflow within the KB, then you have a potential change outside of the policy workflow itself.

GRC teams should be empowered to maintain their own content within their KB, so it may be you need a discussion with the KM / platform team to make sure they understand the GRC Policy workflow - and that articles are not getting published without some degree of scrutiny!

Also be aware that the article versioning within KB is not honoured in GRC currently. So when you retire the policy or republish it replaces the old article (retired) with a brand new article.