Working on Authored Articles 

Reviewing Articles

Two types of users work on articles in knowledge workflows:

• Submitters are users who author new articles, or edit existing ones and start the process of sending articles through workflows. Some submitters may be able to skip stages in the workflow to speed up the publication process.

• Contributors are users who are part of the different stages of the workflow, and can move the articles forward, or send back the article to previous stages in the workflow. The functioning of contributors within the workflow depends on how each one is configured and where they are in the workflow:

  • Contributors with edit permissions can change the content within the article before moving it.

  • Contributors with read-only permissions can only review the article before moving it forward or back in the workflow.

  • Select contributors may be able to skip selected stages in the workflow to speed up the publication process.

  • Contributors in the final stage, or with the ability to skip to the final stage, can publish the articles.

Articles can be worked on from two places:

• My Work: Contributors see all their work items in the Authoring > My Work folder and can work on articles from there. The My Work list displays the articles that are assigned to you (or a group of users) by the knowledge workflows. Here, you can view the current stage of the workflow in which the article resides, as well as its progression within the workflow. You need to work on these articles to move them to the next stage in the workflow. If the content of the article is not satisfactory, you can send the article back to a previous stage for edits. This is a work space only for the Contributors. Submitters cannot create or edit articles from here and the My Work folder does not display the articles that are sent back to the Draft stage.

• Folders containing the articles: All the submitted articles are also available in the folders to which they belong, i.e. from Authoring > Articles > Folder_Name. As a contributor, you can act on articles from here or from the My Work list. As a submitter, this is the only place you work from i.e. this is the place from where you edit and create articles, and work on articles that are sent back to the Draft stage.

Notifications:

• As articles go through workflows, users can get notifications when articles are available for review, are sent back to the Draft stage, or when articles are published. The types of notification you get depends on how workflows are configured.

To work on articles in knowledge workflows:

1. In the Navigation Menu, browse to Authoring > My Work. You can also view and work on articles from the folders to which they belong (Authoring > Articles > Folder_Name).

2. From the My Work list, select the article you want to work on and checkout the article by clicking the Edit button.

   • If you have read-only permissions as a contributor, you cannot make any edits. You can only review the article before moving it in the workflow.

   • If you have read-write permissions as a contributor, make any necessary edits to the article before sending it through the workflow.

3. You can also track the status of the article in the workflow by clicking the current_stage_name from the Content pane.

   

4. After you are done working on the article, use one of the following buttons to move the article in the workflow:

• • Send To: Lists all the stages that are configured in a workflow, to which an author can either send an article forward or back. The stages that you see here depend upon your role as a contributor in the workflow. When you are sending back an article, you are prompted to add a note to the article. The note is a way of conveying the changes that need to be made to improve the article. To know more about adding notes, see Adding Notes. If you do not want to add a note, click the Cancel button and close the notes window.

  • Publish: Publish the article so that it becomes a part of the Knowledge Console.

If a folder does not have a workflow, the Send To button is not available and only the Publish button is available.

The buttons that authors see and the options that each button presents vary based on how the Knowledge Workflow is configured. The following table describes the various actions the submitter and the contributor can take as they work on the articles:

 

Actor	Sending Forward Options	Sending Back Options	Publish Options
Submitter	The submitter can send the article to the first stage of the workflow. If the submitter is also a contributor in the first stage, he can skip the first stage and send the article to the second stage of the workflow. Likewise, he can skip all subsequent stages where he is a contributor, and send the article to the stage where he is not a contributor. If the submitter has permission to skip certain stages, he can choose to skip all such stages and send the article to the stage where he is not a contributor.	Not available as the article is being submitted.	If the submitter of the article is a contributor at every stage of the workflow, including the final stage, or he has permission to skip all the stages in the workflow, he can directly publish the article.
Contributors in intermediate stages	The contributors can send the article to the next stage in the workflow. If the contributor acting on the article is also a contributor in the subsequent stages, he can choose to skip all such stages and send the article to the stage where he is not a contributor. If the contributor acting on the article has permission to skip stages, he can choose to skip all such stages and send the article to the stage where he is not a contributor.	Contributors in the first stage can send back the articles only to the Draft stage. Contributors in all other stages can send back the article to the last stage or can pick a stage from the list of available stages before the current stage. This depends on how the workflow is configured.	If the contributor acting on the article is a contributor in every subsequent stage, including the final stage, or he has permission to skip all the stages in the workflow, he can directly publish the article.
Contributor in the final stage	Not available as the article is in the final stage.	Contributors can send back the article to the last stage or can pick a stage from the list of available stages before the current stage. This depends on how the workflow is configured.	Contributors in the final stage get to publish the article.

Related Topics

• About My Work

• About Knowledge Workflows

• Managing Notifications for Knowledge Workflows