How to Set Workflows


ProProfs Knowledge Base allows you to set up a review process and workflows to easily track an article from the time it’s first created to the multiple review cycles it undergoes right up to the time it is published.


Here is how the workflows appear on your ProProfs Knowledge Base editor.





Benefits of Workflows:

  • You can use the workflow rules and approval processes to ensure the content in your knowledge base articles is relevant, accurate and helpful.

  • Workflows help your organization automate the task of managing work collaboratively with a team of contributors, editors, and administrators.


Understanding & Setting the Workflow Stages


An article goes through several states before it is published. You can use the existing statuses and even create custom stages keeping your editorial and technical approval processes in mind.


  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. 




  1. 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.




  1. Ready for Review - Once you're done creating the article, you can request the administrator for a review by changing the status to "Ready for Review.




NOTE: As soon as you change the status of an article to "Ready for Review," a notification is automatically sent to the administrator so they can review and approve/reassign the article. 




  1. Custom Status: You can create your status for articles and pages. This is where you can use workflow rules in tandem with the member manager function and assign/request contributions or reviews from an individual member or entire group/team.




A custom status is not a pre-defined status such as "Draft," "In Progress," "Ready for Review," or "Published." For example, as shown in the example below, you can mention the name of a specific team or a member from whom you want the page to be reviewed. 




  1. Published - This is the final stage, where the administrator publishes the article and it becomes available for its target audience. 




That is all about the workflows for publishing an article in ProProfs Knowledge Base.





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