Whether you have a large or small team contributing to your knowledge base content, you may prefer a workflow where only a few people can publish content. You can create a custom publishing role and assign it to a user in your workspace to help you manage publishing the way it works best for your organization.
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This article discusses functionality that is included in the Aha! Knowledge Advanced plan. Please contact us if you would like a live demo or want to try using it in your account.
Overview
Aha! Knowledge Advanced subscribers can create a custom workspace role and assign it to a user. A user can have both a custom role and a workspace role simultaneously. When they do, their access includes all permissions from the combined set of roles.
The option to assign a custom role to a user appears after you have created at least one custom role.
All custom roles in Aha! Knowledge are associated with publishing. For a custom publishing role to take effect, you must require a custom role for publishing from your knowledge base's settings.
Create a custom role
To create a custom role:
Navigate to Settings ⚙️ -> Account -> Custom roles. You will need to be a billing administrator to do this.
Click Add workspace role. Add the name for the role. Select the publishing permission you would like associated with the role.
Click Add role.
Next you will need to assign the role to a user.
Navigate to Settings ⚙️ -> Account -> Users and select the user you want to assign the custom role to.
Find the workspace where you want to user to be able to publish documents and select the role in the dropdown in the Custom column.
Click Save.