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.
Keep tight access on who can publish updates to live knowledge bases — create a custom role specifically for publishing. When enabled, only users with the custom role will be able to publish updates to your knowledge base.
Click any of the following links to skip ahead:
Confirm permissions
Action |
Permission level |
Create a custom role |
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Edit user permissions |
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Configure knowledge base 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.
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Click Add workspace role. Add the name for the role. Select the publishing permission you would like associated with the role. You have two options:
Publish knowledge bases: Only users with this permission will be able to publish drafts to your knowledge base.
Publish knowledge bases with warning: Users with this permission can publish drafts to the knowledge base, but they will be given a warning confirmation when they do.
Click Add role.
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.
Once enabled in your knowledge base, only workspace users who have been assigned the custom role will be able to publish documents in that workspace to a knowledge base.
Enable the custom role
Navigate to ⚙️ Settings -> Account -> Knowledge bases and click the name of your knowledge base to access its settings.
Navigate to General -> Overview -> Publishing workflow and check the box next to Only users with a custom role can publish.
When enabled, only workspace contributors with the custom role will be able to publish documents in your knowledge base.