Feature availability

You can set up an approval process for articles within your knowledge base. You can assign specific manual admins or contributors as approvers and make sure articles within the manuals go through the approval flow before they get published.

Why do we need Approvals?

Approval flow helps in streamlining the content creation and review processes. It helps in setting up clear approval steps through which unauthorized changes can be prevented and also resources can be maintained up-to-date.  

How to set an Approval Flow?

1. Navigate to the manual and click on Manual Options ().

2. Go to Approval Flow and choose General Settings.

3. Toggle the button to enable.

Adding approvers

1. Click on the Add approvers button next to Manage Approvers.

2. Type in the names or email addresses of the users whom you want to add as approvers and click Add.

You can add up to 5 users per manual as approvers

1. Navigate to the article editor.
   

2. Click on the Send for Approval button the appears once you've enabled approval work flow..
   

2. Type in the names or email addresses of the users whom you want to add as approvers and click Send.

You will have the ability to self-assign as an approver for articles within the manual where you have been designated as an approver.

Choosing when an article gets approved

To replace an approver:

1. Go to the Manual options.

2. Select Approval Flow and choose General Settings.
   

3. Click on the More options icon next to the approver that you want to replace.

4. Click Replace.

5. Type in the name or email address of the new approver and click Replace.

To remove an approver:

When you remove an approver from an article that has other approvers, the approver will no longer be part of the approval flow process, but the process will continue. If you remove the sole approver of an article, all the articles that awaits action from them will be aborted. These articles will be saved as drafts.

1. Go to the Manual options.

2. Select Approval Flow and choose General Settings.

3. Click on the More options icon next to the approver that you want to remove.

4. Click Remove.

Sending an article for approval

To send an article for approval:

Method 1

1. Click on the Article Options icon.

2. Then, choose Send for Approval.

3. Choose the approvers, add a note and then click Send.

Method 2

1. Click on the Send for Approval button from the article editor.

   2. Choose the approvers, add a note, and then click Send.

How to view the flow history?

For more detailed status history, click View full history.

Method 2

1. Go to Article Options.

2. Click on View Approval History.

Viewing the list of articles that have approval

1. Navigate to the manual and click on Manual Options ().

2. Go to Approval Flow and choose Articles in Flow.

How to abort approvals?

1. To abort the flow, click on the current state label.

2. Click on Abort Approval Flow.

Method 2

1. Go to Article Options.

2. Select Abort Approval Flow.

To disable approval for all articles:

1. Navigate to the manual and click on Manual Options ().

2. Go to Approval Flow and choose General Settings.

3. Toggle the button to disable .

What happens when a flow is aborted?