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Who can use this feature?
- Available in the Client Portal Knowledge Base application
- For details on the permissions and access required to work with articles, please review the
Knowledge Base Permissions
TeamDynamix Knowledge Base articles follow a structured workflow system that ensures content quality and proper review before publication. Understanding article statuses and the submission process is essential for effective knowledge management.
In this article, we'll cover:
The approval process for new articles differs from that for previously submitted or approved articles. New articles require evaluation and approval, while articles previously approved follow a separate update or revision process.
The table below provides a brief overview of the steps in each workflow.
| Create a New Article |
Edit an Existing Article |
|
Draft Submit Review & Approve Publish
- Create: Author creates a new article with "Not Submitted" status
- Submit: Author submits for review (status changes to "Submitted")
- Review: Reviewers approve or reject the draft (status becomes "Approved" or "Rejected')
- Publish: Publishers make content visible to general users
|
Draft Review & Approve
- Edit: Author updates the article and saves it as a draft
- Review: Reviewers approve or reject the revision
Approved content is visible to general users immediately
The status does not change when editing already approved articles.
|
The table below describes how article status and life cycle impact which users can view an article.
| Status |
Description |
Shows in Search |
Shows in KB Navigation |
Publicly Visible |
| Not Submitted |
Articles in draft state that haven't been submitted for review
Visible to the article creator and users with 'View All Articles' permission
|
Limited* |
No |
No |
| Submitted |
Articles submitted for review but not yet approved
Visible to article owner and users with 'View All Articles' or 'Review Articles' permission
|
Limited* |
No |
No |
Approved
(Not Published) |
Articles that have passed the review process but 'Published to KB' setting not yet enabled
Visible to users with the 'View All Articles' permission
|
Limited* |
Limited* |
No |
Approved
(Published) |
Articles that have passed the review process and 'Published to KB' setting has been enabled
Visible to all users with access to the Knowledge Base
|
All users** |
All users** |
Yes** |
| Rejected |
Articles that were submitted but didn't meet review criteria
Can be revised and resubmitted
Visible to article owner and users with 'View All Articles' or 'Review Articles' permission
|
Limited* |
No |
No |
| Archived |
Articles removed from active use but retained for historical purposes
Can be restored or permanently removed
Only visible to users with 'View All Articles' permission
|
Limited* |
No |
No |
* Users with Work Management (TDNext) access and "View Articles Regardless of Status" and/or "View All Articles" permission.
** Based on visibility permissions by article or category. Categories or articles permissions may be public or restricted by group membership. Users with the "View All Articles" permission can view all articles, regardless of visibility permission settings on a specific article or category.