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    Home Madrid Now Platform Capabilities Now Platform capabilities Knowledge Management Configure Knowledge Management Article versioning

    Article versioning

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    Article versioning

    Use the Knowledge Management article versioning feature to create and maintain multiple versions of a knowledge article.

    Knowledge contributors can create a new version of a knowledge article from an existing published version. This existing version can be either the latest published version or an older outdated version. All changes are stored in the new version of the article and the information in the existing article remains the same.

    If you import published knowledge articles from a ServiceNow instance that does not support article versioning, you must run the Initialize Versions on Articles fix script to enable article checkout and editing.

    With the article versioning feature, knowledge users can:
    • Check out a published article and create another version.
      Note: Only the author, knowledge base owner, and users with the knowledge_admin role can edit an article in the Draft state.
    • Select a previously published (outdated) version of an article and make it current.
    • Recall an article that is being reviewed.
    • Retire the latest published version of an article.

    There are two types of article revisions: major and minor. Minor revisions include updates to an article that has not yet been published. Major revisions include updates to an article that has been published and is available to customers. To track the different revisions, the article versioning feature introduces version numbering.

    With the article versioning feature, the knowledge article number also includes the version number. All references to knowledge articles use this number format. For example, KB0010003 v2.0.

    Activation information

    The article versioning feature requires the Knowledge Management Advanced plugin (com.snc.knowledge_advanced) to be activated and the glide.knowman.versioning.enabled property to be set to true (default value). For more information, see Activate the Knowledge Management Advanced plugin and Article versioning properties.

    • Manually update customized files

      If you have customized any of the files that are updated as part of the Knowledge Management Advanced Installer plugin, these files are skipped during plugin activation and must be updated manually.

    • Article versioning changes

      Article versioning introduces new actions that allow knowledge users to create and revise versions of existing articles. It also introduces new fields and related lists to the Knowledge form, new columns to the Knowledge list, and updates to Knowledge dashboard reports.

    • Feedback on article versions

      With the article versioning feature, users can view and contribute to feedback on the current versions of knowledge articles.

    • Knowledge article version numbers

      Knowledge article version numbers follow a specific pattern. Increments to the version number depend on the revision type.

    • Knowledge article version information

      Users can view version information for a knowledge article from the Knowledge view page.

    • Knowledge article states

      A versioned knowledge article can be in one of several states as it progresses through the creation cycle.

    • Check out a published article and create a new version

      Create a new version of a knowledge article by checking out the latest published version.

    • Approve an article that is being reviewed

      Approve an article that is being reviewed and create a new published version.

    • Revert an outdated article to the current state

      Use an outdated version of an article to create a new version.

    • Recall an article that is being reviewed

      Recall an article that is being reviewed to make additional changes.

    • View all versions of an article

      View a list of all available versions for a selected knowledge article and then view the selected version in a new tab.

    • Compare two versions of an article

      Select and compare two versions of a knowledge article.

    • Retire a versioned article

      You can retire the latest published version of a knowledge article. Retiring a knowledge article does not create a new version. It simply marks the article as Retired.

    • Disable the article versioning feature

      Users with the system administrator role can disable the article versioning feature by setting a property.

    Related topics
    • Knowledge Management FAQs

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    Release version
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      Article versioning

      • Save as PDF Selected topic Topic & subtopics All topics in contents
      • Unsubscribe Log in to subscribe to topics and get notified when content changes.
      • Share this page

      Article versioning

      Use the Knowledge Management article versioning feature to create and maintain multiple versions of a knowledge article.

      Knowledge contributors can create a new version of a knowledge article from an existing published version. This existing version can be either the latest published version or an older outdated version. All changes are stored in the new version of the article and the information in the existing article remains the same.

      If you import published knowledge articles from a ServiceNow instance that does not support article versioning, you must run the Initialize Versions on Articles fix script to enable article checkout and editing.

      With the article versioning feature, knowledge users can:
      • Check out a published article and create another version.
        Note: Only the author, knowledge base owner, and users with the knowledge_admin role can edit an article in the Draft state.
      • Select a previously published (outdated) version of an article and make it current.
      • Recall an article that is being reviewed.
      • Retire the latest published version of an article.

      There are two types of article revisions: major and minor. Minor revisions include updates to an article that has not yet been published. Major revisions include updates to an article that has been published and is available to customers. To track the different revisions, the article versioning feature introduces version numbering.

      With the article versioning feature, the knowledge article number also includes the version number. All references to knowledge articles use this number format. For example, KB0010003 v2.0.

      Activation information

      The article versioning feature requires the Knowledge Management Advanced plugin (com.snc.knowledge_advanced) to be activated and the glide.knowman.versioning.enabled property to be set to true (default value). For more information, see Activate the Knowledge Management Advanced plugin and Article versioning properties.

      • Manually update customized files

        If you have customized any of the files that are updated as part of the Knowledge Management Advanced Installer plugin, these files are skipped during plugin activation and must be updated manually.

      • Article versioning changes

        Article versioning introduces new actions that allow knowledge users to create and revise versions of existing articles. It also introduces new fields and related lists to the Knowledge form, new columns to the Knowledge list, and updates to Knowledge dashboard reports.

      • Feedback on article versions

        With the article versioning feature, users can view and contribute to feedback on the current versions of knowledge articles.

      • Knowledge article version numbers

        Knowledge article version numbers follow a specific pattern. Increments to the version number depend on the revision type.

      • Knowledge article version information

        Users can view version information for a knowledge article from the Knowledge view page.

      • Knowledge article states

        A versioned knowledge article can be in one of several states as it progresses through the creation cycle.

      • Check out a published article and create a new version

        Create a new version of a knowledge article by checking out the latest published version.

      • Approve an article that is being reviewed

        Approve an article that is being reviewed and create a new published version.

      • Revert an outdated article to the current state

        Use an outdated version of an article to create a new version.

      • Recall an article that is being reviewed

        Recall an article that is being reviewed to make additional changes.

      • View all versions of an article

        View a list of all available versions for a selected knowledge article and then view the selected version in a new tab.

      • Compare two versions of an article

        Select and compare two versions of a knowledge article.

      • Retire a versioned article

        You can retire the latest published version of a knowledge article. Retiring a knowledge article does not create a new version. It simply marks the article as Retired.

      • Disable the article versioning feature

        Users with the system administrator role can disable the article versioning feature by setting a property.

      Related topics
      • Knowledge Management FAQs

      Tags:

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