Setting up a Publishing Workflow

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Access Required

Publishing workflows can be enabled or disabled by Collection owners.
To gain Collection owner access, contact a workspace Admin via Manage > Users and Groups > Admins tab.

Understanding the benefits of publishing workflows

Benefits of publishing workflows include:

• Maintaining content consistency – Enforce editorial standards across your Collections.
• Boosting accuracy – Enable review before content reaches your team.
• Streamlining collaboration – Establish a clear approval process for content publication.

Enabling publishing workflows

1. Navigate to Manage > Collections in the Guru web app.
2. Scroll to the desired Collection and click the Publishing Workflows tab.
   This tab is only visible to Groups with Collection owner access.
3. In the Publishing approval section, click Enable this step.
4. Select the Collection owner and author Groups that can publish Cards without approval.
5. Click Save to apply changes immediately. Click Cancel to discard changes.

Users outside the selected Groups will now need to submit their Card for approval using the Request to publish workflow.

Reviewing and publishing pending Cards

Authors and Collection owners can access their Drafts queue to manage Cards they’re creating, editing, or reviewing.

• Use the Status column to track whether a Card is in Draft or Needs your approval.
• Click a Card title to open it in edit mode.
• Review and publish the draft Card when ready.

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Note

You can sort the table by Last Edit Date, but not by Status.

Editing or deleting a publishing workflow

1. Go to the Collection’s Publishing Workflows tab.
2. Click the pencil icon in the Publishing approval box.
3. Add or remove Groups that can publish without approval, or remove the publishing workflow entirely.
4. Click Save to confirm changes or Cancel to exit without saving.

Frequently asked questions

Can I edit a draft that’s pending approval?
Yes. Edits are auto-saved. There is no version tracking between the time a request is submitted and the review, so it’s best to leave @mentions or comments directly in the draft Card.

Will authors notice a change when publishing workflows are enabled?
Yes, but only for users in Groups that require approval.

• Their Publish button will become Request to publish.
• Users who can publish freely will not see any change.

What happens if a publishing workflow is disabled while Cards are under review?
The affected Cards will appear in your Tasks and Card Manager as standalone drafts, no longer linked to an approval request.