Knowledge base article status and life cycle

The lifecycle of a Knowledge Base article begins with a Not Submitted article and progresses through when an article is archived. You can see where an article is in the lifecycle by referring to its Status.

The Status can be seen in in the Details area in the right column of an article when viewing it directly in the Knowledge Base.
Status highlighed in sidebar

Understanding article Status

  • Not Submitted: A draft or work-in-progress article
    • Any technician with KB access in TDX can create a Not Submitted article, either from an incident or from the Knowledge Base.
    • Technicians can continue to edit their own articles as long as the article is Not Submitted.
    • Technicians can change the Owner of their Not Submitted articles to their Group; then anyone in the Group can work on the article.
  • Submitted: An article that is ready for editor review
    • Submitted articles can be found in the Articles Pending Review Knowledge Base menu.
    • Group Knowledge Editors can edit and approve Submitted articles owned by their Group.
    • KB Contributors (Team Leads)  can edit and approve any Submitted article.
      Note: KB Contributors (Team Leads) should ALWAYS communicate with the appropriate stakeholders before approving knowledge.
  • Approved: An article that is has been fully vetted and approved for use by an KB Contributors (Team Leads)
    • Editors should use the Checklist for Internal and Public-Facing Knowledge.
    • KB Contributors (Team Leads) can continue to edit Approved articles owned by their Group, unless they are also Published (see below).
    • KB Contributors (Team Leads) have the ability to edit any Approved articles but should not edit articles outside of their own groups unless given permission.   KB Contributors and Publishers should ALWAYS communicate with the appropriate stakeholders before editing knowledge.
  • Rejected: An article that has been rejected for approval by an editor
    • Note: While rejected articles can be edited by editors, someone without editing ability will not be able to make changes to a rejected article. If an editor wants a technician to modify and resubmit a rejected article, the editor should first reject the article, then manually change the status back to Not Submitted.
  • Archived: An article that has been retired from the Knowledge Base
    • Archived articles continue to show up in knowledge searches, but are clearly marked as such.
    • Archived articles cannot also be Published (see below).

Publishing Approved Articles

Approved articles that are also Published to KB are available to users via the  Client Portal in TDX.

  • Published to KB is not an article Status, but is a separate flag can apply to an article, indicating that thre article is available to the Public Knowledge Base.
  • Internal articles (either for all of Purdue IT or a specific team) have the status of “Approved” but are not published to the public Knowledge Base.
  • Only Approved articles can be Published to KB.
  • Knowledge Editors should ALWAYS communicate with the appropriate stakeholders before publishing knowledge and should follow the Checklist for Internal and Public-Facing Knowledge.

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