Published at: 2026-10-15

Publish Knowledge

Open the draft → review → Publish → track in Task Center.

Overview

Publishing makes a knowledge item visible to its permission scope, so members can search it and AI can use it to answer questions. An item must be published before it takes effect.

Before you start

  • The knowledge item must exist in the target space or folder and you must have publish permission for that scope.
  • If content review is enabled for the space, the item must pass review before publishing.

Publish knowledge

  1. Open the knowledge item you want to publish.
  2. Check the item details: title, content, categories, permission scope and validity period.
  3. Click Publish.
  4. If review is required, submit the item for review; the reviewer approves or rejects it in the task center.
  5. After publishing succeeds, the item status changes to Published and it becomes visible immediately.

Status transitions

Status Meaning
Draft Not visible to end users.
Under review Submitted for review; not yet visible.
Published Visible to the permission scope and usable by AI.
Expired Validity period ended; no longer returned to users.

Content review

  • When review is enabled, the reviewer checks the accuracy and compliance of the content before it goes live.
  • The review task appears in the task center of the reviewer.
  • Rejected items stay in Draft; you can edit and resubmit.

Expected results and verification

  • The item status shows Published.
  • Verify from a member account that the item can be found by search and returned by AI answers.
  • If the item is not visible, check the permission scope and the validity period.

FAQ

Question Answer
Can I publish immediately without review? Only when review is disabled for the space; otherwise the item must pass review first.
Why is my published item not searchable? Check that the status is Published, the validity period is active, and your account has permission for the space.
Can I unpublish an item? Yes, use the retire operation in the lifecycle.
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