About Team Publishing

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<p id="docs-hc-snippet" style="display: none;">Team Publishing enables advanced knowledge management workflows, making it easy for teams to collaborate on and manage content. Teams can set up collaboration workflows to review, approve, and publish content. They can also stage content updates for published articles without affecting the live content.</p>
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<p id="docs-ai-summary-toggle">Summary: <span id="up-triangle">◀</span><span id="down-triangle">▼</span></p>
<p id="docs-ai-summary-content">Team Publishing helps you manage knowledge content by enabling collaboration on article creation, review, approval, and publishing. You can stage updates without affecting live content and track articles through states like Draft, In Progress, Awaiting Review, Ready to Publish, Published, and Archived. It supports assigning articles to team members and streamlines workflows for maintaining accurate, up-to-date help center content.</p>
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<p class="p">Team Publishing enables advanced knowledge management workflows, making it easy for teams to
collaborate on and manage content. Teams can set up collaboration workflows to review,
approve, and publish content. They can also stage content updates for published articles
without affecting the live content.</p>
<p class="p">Articles move through various content states as needed, and can be assigned or reassigned to
team members as needed. Team Publishing includes four article states and direct article
assignment.</p>
<div class="p">This article contains the following sections:<ul class="ul" id="topic_e3q_g2b_2db__ul_rgx_vxb_2db">
<li class="li"><a class="xref" href="#topic_vm4_ttb_2db">Overview of Team Publishing workflows</a></li>
<li class="li"><a class="xref" href="#topic_egg_vtb_2db">About Team Publishing article states</a></li>
</ul>
</div>
<div class="p">Related articles:<ul class="ul" id="topic_e3q_g2b_2db__ul_qnj_yxb_2db">
<li class="li"><a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408824595354" target="_blank">Creating new content for review</a></li>
<li class="li"><a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408832673818" target="_blank">Staging content updates for review</a></li>
<li class="li"><a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408829231770" target="_blank">Reviewing, approving, and publishing articles</a></li>
<li class="li"><a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408822348186" target="_blank">Assigning or reassigning articles</a></li>
<li class="li"><a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408829192986" target="_blank">Analyzing your Team Publishing activity</a></li>
</ul>
</div>
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<div aria-labelledby="ariaid-title2" class="topic nested1" id="topic_vm4_ttb_2db">
<h2 class="title topictitle2" id="ariaid-title2">Overview of Team Publishing workflows</h2>
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<p class="p">Team Publishing makes it easy for teams to collaborate on new and updated content. The
following graphic shows some of the possible Team Publishing workflows.</p>
<p class="p"><strong class="ph b">The workflow for Enterprise plans</strong></p>
<p class="p"><img alt="" class="image img-screenshot" id="topic_vm4_ttb_2db__image_hqd_4vr_h4b" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_tp_workflow_enterprise.png" width="600"></p>
<p class="p"><strong class="ph b">The workflow for all plans, except Enterprise plans</strong></p>
<p class="p"><img alt="" class="image img-screenshot" id="topic_vm4_ttb_2db__image_kl3_kwr_h4b" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_tp_workflow_lit_pro_legacy.png" width="600"></p>
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<div aria-labelledby="ariaid-title3" class="topic nested1" id="topic_egg_vtb_2db">
<h2 class="title topictitle2" id="ariaid-title3">About Team Publishing article states</h2>
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<p class="p">Team Publishing includes the following workflow states:</p>
<div class="p">
<strong class="ph b">Article publishing states</strong><ul class="ul" id="topic_egg_vtb_2db__ul_xq4_5ch_2fc">
<li class="li">
<strong class="ph b">Published</strong>: A published article has a live version currently published in your help
center. This includes all live translations, if you support multiple languages. It
is possible for an article to have a published version and a version in another
state.</li>
<li class="li">
<strong class="ph b">Drafts</strong>: An article in a draft state has not been published.</li>
</ul>
<p class="p"><strong class="ph b">Review states</strong></p>
<ul class="ul">
<li class="li">
<strong class="ph b">In Progress</strong>: An article in progress is being created or updated, but is not
yet ready to be reviewed or published. Any changes will not affect the published
version of the article. Any saved changes to an article in the review or approved
state will put it in a work in progress state.</li>
<li class="li">
<strong class="ph b">Awaiting review</strong>: Means the article has been updated and is ready for review
by another user.</li>
<li class="li">
<strong class="ph b">Ready to publish</strong>: An article that is ready to publish has been approved for
publishing when you’re ready or it has been scheduled for automatic publishing.</li>
</ul>
<p class="p"><strong class="ph b">Archived state</strong></p>
<ul class="ul">
<li class="li">
<strong class="ph b">Archived</strong>: The article has been unpublished and moved to your archive. It will
not return in searches in your knowledge base. Any article can be set to an archived
state, regardless of whether it came from a publishing state or a review state.</li>
</ul>
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<p class="p">The status of an article is indicated in the article header when in edit mode.</p>
<p class="p"><img alt="Help Center Team Publishing article status" class="image img-screenshot" id="topic_egg_vtb_2db__image_uqs_qxx_jnb" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/knw-rebrand-header-pubstate.png" width="600"></p>
<p class="p">If you are a Knowledge admin, you can view all articles in a particular state in the associated
article list.</p>
<p class="p"><img class="image img-screenshot" id="topic_egg_vtb_2db__image_gm2_dvb_2db" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/hc_tp_article_lists.png" width="275"></p>
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