Knowledge Management Roles

The following roles (or actors) are available for the Knowledge Management workflow.

Important: After adding users to the roles described below, set default values for the Publisher and Contributor fields at the project level. The default values prevent possible permission errors that can result when Knowledge Center articles are submitted from other process apps. One option is to set the default value of the Contributor field to Current User, which will immediately assign the item to the submitter for editing. Setting a default value for the Publisher field also prevents an error that can result when the Time Capture feature is enabled.

Note: Members in all of these roles are available for selection when an item is sent for approval.

Editor/Publisher -This role is responsible for editing, approving, and publishing Knowledge Center articles. Other duties include:

Submit new articles to Knowledge Center.
Update existing Knowledge Center articles.
Approve articles before they are published, ensuring that Knowledge Center articles meet the accepted standards.

Contributors - This role is responsible for adding content to Knowledge Center articles. Other duties include:

Add content to articles that are in the Edit state.
Edit existing knowledge base articles that have been re-opened.
Review and approve content of an article written by another contributor.

Announcement Contributors - This role has the same privileges as the Contributors role. In addition, the Announcement Contributor can publish announcements without Publisher approval.

KM Administrator - This role is responsible for administering Knowledge Management, such as assigning users to roles, fixing SBM issues, or restoring deleted items.

View Only - This role can view items.

Dashboards - This role can run guest-level reports.