Addressing the "Checked Out" Knowledge Article Issue in ServiceNow Docs

[Kohei Tominaga1]

The Docs state the following: 'If the article versioning feature is enabled, the author cannot edit the article if it is already checked out by the contributor.' However, if a contributor checks out an article and then leaves it in that state (for example, due to resignation or job transfer), no one else can update it. How should we address this?

[Shivalika]

Hello @Kohei Tominaga1 

You can use some backend script to "edit the Author" of the article. 

I just below script and updated one knowledge article which was left checked out by the author and he is not here. 

var kb = new GlideRecord('kb_knowledge');
kb.addQuery('sys_id','9f9774c6478c6a9010710cee436d430e');
kb.query();
if(kb.next())
{
	kb.author = 'Shivalika Gupta';
	kb.update();
}

I hope this answers your queries. 

Kindly mark my answer as helpful and accept solution if it helped you in anyway. This will help me be recognized for the efforts and also move this questions from unsolved to solved bucket. 

Regards,

Shivalika 

My LinkedIn - https://www.linkedin.com/in/shivalika-gupta-540346194

My youtube - https://youtube.com/playlist?list=PLsHuNzTdkE5Cn4PyS7HdV0Vg8JsfdgQlA&si=0WynLcOwNeEISQCY

[Eoghan Sinnott]

Hi, 

Anybody that is listed as owner or manager of the Knowledge Base that the article is in should be able to Edit/Publish an article even if it has been left in a draft by a different author.

Regards,

Eoghan

Please consider marking my reply as Helpful and/or Accept Solution, where applicable. Thanks!

[SANDEEP28 · Accepted solution]

@Kohei Tominaga1   In this case, check who is the owner of the knowledge base associated with knowledge article.  Owner of knowledge base can edit the any article in present in that KB base. Owner can change the author of the article.

If I could help you with your Query then, please hit the Thumb Icon and mark as Correct !!

[Mike Van Vooren]

We have a "knowledge admin" role for our knowledge managers to be members of.  I believe there is an OOB role for this, but I could be wrong.  With that role, we are able to go into other people's Drafts and either Publish them or Delete them.  This ultimately allows someone else to Check Out and make their own changes.