Help with Publish Workflow

[CelesteTroxell]

Currently, our Knowledge Base is set to Knowledge - Instant Publish and Knowledge - Instant Retire. We now have an Intern coming onboard who will author some KB articles (all within one category if that is helpful in figuring out a solution here). I've been asked that he NOT have the ability to Instant Publish. Is there a way to create a workflow that would require his articles be set to have a specific person review and approve before Publishing? While allowing all other content creators to instantly publish without approvals? 

[Rahul Talreja]

Hi @CelesteTroxell ,
In this case, If you have a specific role for intern, or you can create a new role. You can copy both the workflow and add "IF" block. This IF block will check the role of the author, if role contains "intern" than you can proceed the flow on a specific approval block, else is "intern" role not found you can proceed the flow to next step bypassing specific approval.

[CelesteTroxell]

Thanks! I have started to look into this and don't see certain options. Do I need to be the Knowledge Base owner or should I see the options as a Knowledge Base manager? I'm very new to ServiceNow and Knowledge Bases so I'm simply looking through ServiceNow documentation attempting to find instructions on how to take these steps and also just looking around in the tool to see if I can figure it out. I wonder if I don't have the right access.

[Rahul Talreja]

Hi @CelesteTroxell ,
According to the docs, you need "admin" role to configure the knowledge management workflows.
Docs Link - Knowledge Management roles (servicenow.com)
Once you get the admin role, check for the flow that, It's in flow designer or workflow editor.
You can refer a YouTube video or community article to configure your need accordingly.

[Dr Atul G- LNG]

Hi @CelesteTroxell 

Greetings!!

Yes this is possible via workflow / flow. Add the If condition and check. Please follow the best pratice, to add new intern in Group and give the role to group not to intern directly.

Please mark this response as correct or helpful or then solution accepted if it assisted you with your question.

Regards
Atul G.
Learn N Grow With Atul G