How to Use the Approval Workflow

Maintain content quality with a structured approval process.

Enabling Approval Workflow

For Editors

1. Create or edit an article
2. Save as draft
3. When ready, click "Submit for Approval"
4. Article status changes to "Pending"
5. Wait for admin review

For Admins

1. Go to Articles → Pending
2. Review submitted articles
3. Click on an article to review
4. Approve or Reject with feedback
5. Editor receives notification

Workflow States

Draft

• Initial state when article is created
• Not visible to public
• Can be edited freely
• No approval needed

Pending

• Submitted for review
• Awaiting admin approval
• Not visible to public
• Can still be edited

Approved

• Published and visible
• Live on knowledge base
• Included in search
• Final published state

Rejected

• Needs revision
• Feedback provided
• Returns to draft
• Not visible to public

Providing Feedback

When Rejecting

• Explain specific issues
• Provide examples
• Suggest improvements
• Link to guidelines

Revision Process

1. Editor receives feedback
2. Reviews comments
3. Makes necessary changes
4. Resubmits for approval
5. Iterative until approved

Auto-Approve

Setting Up

• Trusted editors can auto-approve
• Based on role (Admins auto-approve)
• Based on history (proven editors)
• Configurable per team member

When to Use

• Experienced editors
• Routine updates
• Time-sensitive content
• Low-risk articles

Best Practices

For Editors

• Self-review before submitting
• Follow content guidelines
• Address all feedback
• Ask questions if unclear

For Admins

• Review promptly
• Provide clear feedback
• Be constructive
• Don't over-edit good work

Related Articles

• Team Management
• Creating Articles