About Stages

Stages allow you to create a multi-step knowledge workflow. Each stage in the workflow can represent the type of review that needs to happen for the knowledge articles before they are published. For each stage, you define the users and user groups that can work on the article, or users and groups that can skip this stage when moving articles through the workflow. When a user group is selected as a contributor, any user in the group can work on the article to move it to the next stage. Likewise, when a user group is given skip permissions for a stage, any user in the group can skip this stage when sending articles through the workflow.

Users with the following actions can manage stages: Manage Stage - View, Create, Edit, Delete. These actions are part of the out-of-the-box Knowledge Base Manager role.

Manage Stages window

Stages for Article Workflows

By default, the system comes with certain predefined stages. Article workflows have the Draft, Published and Staging stages.

  1. Draft is the starting stage of every article workflow. An article is created in the draft stage and then it is moved through the stages created by the Knowledge Base Manager, till it is ready for publishing.

  2. The users in the last stage of the workflow publish the article and the article automatically goes to the Publish stage. 

  3. Staging stage is an out-of-the-box article workflow stage that can be added to workflows and allow an article to be available on the portal before being published. For more information on the Staging stage, see About Staged Authoring.

Stages for Suggestion Workflows

Suggestion workflows come with the New, Review and Close stages.

  1. New is the starting stage of every suggestion workflow.

  2. The Review stage has a default user group named Suggestion Reviewers. Users who review suggestions processed by the Default Suggestion Workflow should be added to Suggestion Reviewers group by an administrator.

  3. The suggested article then moves through the different stages that have been created, till it is ready to be closed, i.e end the review of the suggestion. While closing the suggestion review, users must apply one of the resolutions: Accept, Decline or Duplicate.

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