Can we make the process flow changes to the knowledge management ?

Sharanya
Tera Contributor

‎06-27-2022 11:05 AM

Hi ,

I would really appreciate help regarding this matter,

we have requirement that the process flow need to be changed  

Current process flow in our instance

Draft > Review > Publish > Retired > Outdated >Closed

Now,they required me to change the process flow to  this way

Draft > Review > Publish > Outdated >Retired>Closed.

Questions

1. if I make the above change  what about the process flow will it break?

2. What all the configuring do i need to make changes before modifiying the flow?

3. Created an knowledge article and Published it which created knowledge V1.0

 Again i had checked out the article and published, which created knowledge V2.0 

Now Status of the knowldge article V1.0 set to outdated can you help me which script is setting the status to outdated?

 

please help me.

Thanks,

Sharanya

 

 

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Abhay Kumar1
Giga Sage

‎06-27-2022 08:38 PM

Hi, KM is vast topic and you can either modified existing flow/workflow or better to create new and attach. To check how it works in your environment you will have to do good amount of testing on lower environment. Coming on point3, previous version set to outdated this is OOB functionality I believe. And if this is not set like this you won't be able to checkout button on latest version. Hope this will help you.
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justprashantkau
Kilo Explorer

‎08-10-2022 05:07 AM

As Abhay mentioned above - You can either modified existing flow/workflow. As observed from your questions below points would be helpful to change the orders of the states & Q2,3. 

The publishing and retirement processes for a knowledge article are controlled by workflows defined for the knowledge base that the article belongs to.

You can assign different workflows to each knowledge base.

You can use one of the default workflows, or create your own workflows to define custom publishing and retirement processes for different types of knowledge.

For the workflows that require approval, you can configure which users can approve or reject by editing the getApprovers() function in the KBWorkflow script include.

  • Retired knowledge articles are not available to users except for administrators and knowledge administrators who can view them. To reuse a retired article, administrators and knowledge administrators can republish the article. For more information, see Republish a retired article.

Hope this would be helpful & share the more details if you are still ON this.

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