How to check "Instant Publish" option enabled users?

[AngelineAki]

Hello Everyone, Please advise me on how to check who has "Instant Publish" option in Knowledge Management. we are in the process of limiting "Instant Publish" option to only certain associates. (Not everyone have this access by default.) This is already limited to certain users and I want to know who are the associates have this option enabled. so help me to know on how and where to check who has this option presently. so that I can validate and revoke the "Instant publish" access to those who doesn't necessarily require it. 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. 

[Dr Atul G- LNG]

Hi  @AngelineAki 

Instant Publish is on Knowledge base level. 

[Robbie]

Hi @AngelineAki,

As @Dr Atul G- LNG has advised, the publishing process is defined by a workflow and is assigned at the Knowledge Base level. It is not at a user level. (Even if you are an admin)

To provide a little context, when an Article is created, it is assigned to a Knowledge Base (basically providing control and access to articles). It is that Knowledge Base where you define which 'workflow' article follows (Eg Approval or Instant publish).

Therefore, what you need to do is review your knowledge bases and confirm the workflow associated to them - see screenshot below.

My recommendation would be to ensure the 'Knowledge - Instant Publish' workflow is not assigned to any Knowledge Base to ensure this is not possible.

To help others (or for me to help you more directly), please mark this response correct by clicking on Accept as Solution and/or Kudos.

Thanks, Robbie

[John_Wilkes]

Normally I would agree with this but I'm wondering, does this still apply if you enable KCS roles. My organisation hasn't done this but from the brief overview I saw I thought KCS has authors and approvers who can instant publish their own knowledge. This was part of the reason I stopped looking at KCS as that wouldn't work for us.

[Dave Littlejohn]

While I don't recommend the approach as it will be an inconsistent experience, if you want only certain individuals to have instant publishing and have approvals for everyone else, you would need to create a new workflow that checks if the author/editor is one of those individuals and if not, it goes to approval. As a starting point, I would use Knowledge - Approval Publish workflow.