Approving Knowledge Records

Owned by Enterprise IT
Apr 22, 2024

SummitAI Service Management Help

Knowledge Management

A Knowledge Record should be approved before it is published. The Knowledge Record can be approved only after it is authorized.

To approve a Knowledge Record:

  1. Click Knowledge > User > Approve Knowledge Records.
  2. On the APPROVE KNOWLEDGE RECORDS list page, click the Filters icon and select Authorized in Status drop-down list.

    APPROVE KNOWLEDGE RECORDS page (Tile View)
    Figure: APPROVE KNOWLEDGE RECORDS page (Tile View)

    APPROVE KNOWLEDGE RECORDS page (Tabular View)
    Figure: APPROVE KNOWLEDGE RECORDS page (Tabular View)

  3. Click the authorized KR ID.
  4. On the KNOWLEDGE RECORD ID page, click APPROVAL on the ACTIONS panel. The APPROVAL pop-up page is displayed.



    Figure: APPROVAL pop-up page

  5. Select the Approval Status as Approved, enter the required details and click SUBMIT to approve the Knowledge Record. For more information about the fields on the APPROVAL pop-up page, see Field Description.

    Note:

    The Approvers can edit the authorized KR on the KNOWLEDGE RECORD ID page if the Administrator provides edit access to the Approvers on the Knowledge Management TENANT configuration page, see Configuring Knowledge Management Module.

    Even if the Administrator provides edit access to the Approvers, the Approvers can not edit the following fields of the Knowledge Record: Tenant, Workgroup, Owner, and Active.

Field Description

The following table describes the fields on the APPROVAL pop-up page:

Field

Description

Approval Status

Select the appropriate option in the drop-down list. Following are the available options: .

  • Approved: Select to Approve the KR.
  • Authorize: Select to Authorize the KR. For more information about Authorizing and Publishing the KR, see Authorizing Knowledge Records
  • Published: Select to Publish the KR. For more information about Authorizing and Publishing the KR, see  Publishing Knowledge Records

Approval Remarks

Specify the remarks in the field.

Ref. Legislation Info.

Enter the country/location specific legislation info as part of the knowledge request updates.

Validate Inputs

Select the appropriate option in the drop-down list. Following are the available options:

  • Compliance with Legislation
  • Intellectual Property or Existing Records Held
  • Copyright

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the APPROVE KNOWLEDGE RECORDS list page.

Filters

Click the Filters icon to specify a particular filter criteria to display the KRs. On clicking the Filters icon, the FILTERS pop up page is displayed. The following table describes the fields on the FILTERS page:

FILTERS pop-up page

Figure: FILTERS pop-up page

The following table describes the fields on the FILTERS page:

Field

Description

Tenant

Select the Tenant from the list.

Status

Select the status of the KR from the list.

KB ID

Type in the KB ID range in the From and To text boxes.

From Date

Select the From Date.

To Date

Select the To Date.