Create a working copy of a knowledge document

User roles: KCSII, KCS III, KM Admin, System Administrator

A working copy of a knowledge document becomes a working copy when a published document goes into the document workflow to be updated. When the working copy of the document is published, it replaces the original document. A working copy of a published document has an "R" appended to the document ID. A new document submitted for review to be published is also considered a working copy while it is in the workflow waiting to be published, but there is no "R" appended to the document ID.

To create a working copy of a knowledge document by using Published Documents, follow these steps:

1. Click Knowledge Management > Published Documents.
2. Click Search.
3. Select the document from the document list.
4. Click the Create Working Copy button.
5. (Optional) Type your feedback in the add feedback box.
   Note: It is useful to add feedback because the KCS II or III user who creates the working copy might not be the one responsible for updating the content. By providing feedback, you can explain what needs to be updated or the reason for creating a working copy of the document.
6. Select Useful? or Not Useful? if required.
7. Click OK or Skip Feedback.
8. Click Knowledge Management > Pending Documents.
9. Select the knowledge document to be approved in the workflow. The title column in the list contains the document ID with an R suffix for working copy and the title of the document.
10. Update the working copy of the document in the embedded rich text editor, and click Save.

11. Move it to the next phase of the approval workflow.

    For example, click Submit for Revision. The status of the working copy changes to revise.
    

To create a working copy of a knowledge document by using Search, follow these steps:

1. Click Knowledge Management > Search Knowledgebase.
2. Type the topic or phrase that you are searching for.
3. Click Search.
4. Click the hyperlink for the document in the search results list.
5. Click Create Working Copy.

6. (Optional) Type your feedback in the add feedback box.

   Note It is useful to add feedback because the KCS II or III user who creates the working copy might not be the one responsible for updating the content. By providing feedback, you can explain what needs to be updated or the reason for creating a working copy of the document.
   

7. Select Useful or Not Useful if required.
8. Click OK or Skip Feedback.
9. Click Knowledge Management > Pending Documents.
10. Select the knowledge document to be approved in the workflow. The title column in the list contains the document ID with an R suffix for working copy and the title of the document.
11. Update the working copy of the document in the embedded rich text editor, and click Save.

12. Move it to the next phase of the approval workflow.

    For example, click Submit for Revision. The status of the working copy changes to revise.
    

Related topics

Knowledge documents
Knowledge Management workflow