How to Set Up an Article Review Workflow

ProProfs Knowledge Base lets you set up a review process using a workflow to easily track an article’s progress from its initial draft to its final publication. By following this workflow, you and your team members can ensure that all content is reviewed for accuracy and relevance before it is shared with readers.

This is how a workflow appears in the KB editor:
 

Setting Up a Workflow allows you to:   

• Streamlined Collaboration: Involves all contributors, editors, and administrators, ensuring everyone is aligned throughout the review process.
• Enhanced Content Quality: Ensures that articles are accurate and relevant by subjecting them to multiple review cycles.
• Customizable Process: Allows teams to tailor the workflow stages to meet their specific editorial and approval needs.

Understanding & Setting Up the Workflow Stages

An article progresses through several predefined stages before publication. You can use the existing statuses or create custom ones based on your organization’s review processes. Here’s an overview of the workflow stages:

1. Draft: This is the default status of an article as soon as you create a new page. The draft page is not visible to readers; you can use this status to outline your ideas and create a working draft of the article. 

2. In Progress: Mark the status of an article as "In Progress" if it is still being created but is more than just an outline. You can brainstorm with your colleagues and include their ideas in the article during this stage.

3. Ready for Review - After completing the article, request a review by changing the status to "Ready for Review." A notification is automatically sent to the administrator upon this status change.

4. Published - This final stage indicates that the administrator has reviewed and published the article, making it accessible to the intended audience.

5. Custom Status: You can create custom statuses keeping in mind the review process in your organization. This allows you to use workflow rules in tandem with the member manager function. Secondly, it makes it easy to assign / request contributions or reviews from an individual member or entire group/team.

How to Create Custom Status

To set up a custom status, click "+Add New Status" to create a unique status, such as 'Pending Design' and map it with the right team to involve them in the article review and publishing process. 

That's all about workflow for reviewing articles in the ProProfs Knowledge Base. If you encounter any issues or have any questions, feel free to contact our support team.