Article publish workflow best practise

Magnus Hovik · 3 weeks ago

Hi,

Out of the box, the Approval Publish workflow routes knowledge articles to the Knowledge Base Owner or Knowledge Managers for approval. Alternatively, an Ownership Group can be used.

However, I’m trying to design a slightly different setup.

I want:

Everyone to start with approval required.
A specific group of trained users to be able to self-publish.
To avoid adding large numbers of users as Knowledge Managers.
To avoid using Ownership Groups as this limits flexibility and article maintenance later.

The goal is to manually add trained contributors to a custom group that allows them to bypass the approval step.

What is the cleanest way to implement this?

Would you recommend:

Creating a custom publish flow with a condition like “If user is member of Group X → bypass approval”?
Or is there a more standard / recommended approach to achieve this?

Appreciate any guidance on best practice here.

JulietChicago · 3 weeks ago

HI,

We have something similar we did it in the older workflow editor as that was our only option at the time.

Today Flow designer is better. We created the flow, for special self publishing group we use the publish workflow for members of the "special self publishing group" everyone else we use the OOB approval workflow.

I think a User Criteria could be used.

Instead of checking if user is a member of a “Group” does the user meet the User Criteria

This method you can add more groups to the User Criteria when needed

You can check if the user meets the User Criteria to check if they can bypass the approval.

View solution in original post

Magnus Hovik · 3 weeks ago

This looks very good. Exactly what I'm looking for. Thank you!