How do I create a report that shows the number of retired articles without counting all versions?

[Magnus Hovik]

If I create a report with Workflow = Retired it includes articles where version 1 (or whichever) was retired but might now be in version 2, etc.

An article that was say version 10 and is then retired shows up in the count as 10 retired articles. Is there some metric in which one could "count distinct" KA-number? Or some other way to do this?

I just want to see how many unique articles (not all their versions) have either expired from "Valid to" or manually been retired and is no longer active.

Thanks 🙂

[Eoghan Sinnott · Accepted solution]

Hi Magnus, 

You can add a condition for 'Latest' is 'True', that will then only show "unique" versions of each article.

Regards,

Eoghan

[Magnus Hovik]

Thank you!

[Leri Andrews]

Or workflow=published 

[aggarwalc32]

Hello @Magnus Hovik 

Option 1: Group by Article Number (Recommended)

Create a report on Knowledge [kb_knowledge]:

• Filter: Workflow State = Retired
• Group By: Number

This will show one row per Knowledge Article number (KAxxxxxxx) instead of every version. While the total row count may still represent records, the grouped results make it easy to identify unique articles.

Option 2: Filter Only the Latest Version

If your goal is to find articles that are currently retired/inactive, add a filter such as:

• Latest version = true (if available in your instance)
• Workflow State = Retired

This excludes older retired versions that have since been superseded by a newer version.

Option 3: Database View 

If you need an exact distinct count of KA numbers, the standard report engine doesn't provide a COUNT(DISTINCT Number) aggregation.

You can instead:

• Create a Database View that returns only the latest version of each article.