Knowledge base article publication workflow

Purpose

1.1. Efficiently manage, review, and publish engineering knowledge base articles to ensure up-to-date technical documentation for aeronautical teams, reduce manual entry, synchronize approvals, and maintain QA/compliance.
1.2. Automate the routing, formatting, version control, notifications, and publication steps for internal and external document accessibility.
1.3. Aim to minimize publishing lead times, maximize accuracy, and facilitate cross-team collaboration and traceability for compliance and project audits.

Trigger Conditions

2.1. New draft submission to knowledge base repository.
2.2. Document status update to “Ready for Review” in project management or document control system.
2.3. Reviewer approval or completion notification received.
2.4. Scheduled periodic publication cadence (weekly/monthly).
2.5. Receipt of automated QA/compliance checklist confirmation.

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Document Library “Item Added/Modified” trigger; auto-move to “Pending Review.”
3.2. Atlassian Confluence
• Feature/Setting: REST API for page creation and update; Workflow App for approval status.
3.3. Google Workspace (Docs, Drive)
• Feature/Setting: Google Apps Script or Drive API for file creation, tagging, and user permissions.
3.4. Salesforce Knowledge
• Feature/Setting: Apex triggers for PublishArticle, API calls for status changes.
3.5. Zendesk Guide
• Feature/Setting: Help Center API “Create Article” and “Publish Article” endpoints.
3.6. ServiceNow Knowledge Management
• Feature/Setting: Knowledge API “POST /knowledge” for submission and approval workflow.
3.7. Freshdesk Knowledge Base
• Feature/Setting: REST API “Create Article”; automate folder and agent assignment.
3.8. Notion
• Feature/Setting: public API for page/database updates, trigger review tasks via integration.
3.9. Jira Service Management
• Feature/Setting: Automation rules – link requests to Confluence docs, custom workflow status transitions.
3.10. Dropbox Business
• Feature/Setting: Webhook on “File Upload” to trigger PDF to knowledge base sync.
3.11. Box
• Feature/Setting: Box Events API for file updates; automate collaboration invitations.
3.12. Trello
• Feature/Setting: Power-Up automation “Card Moved” to review/publish list triggers API calls to KB.
3.13. Monday.com
• Feature/Setting: Board automation “When status changes,” trigger publication integration.
3.14. Slack
• Feature/Setting: Incoming Webhooks/Slack API for notifications, /approvals command triggers.
3.15. SAP Knowledge Warehouse
• Feature/Setting: API endpoints for knowledge item upload and release.
3.16. Oracle Content and Experience
• Feature/Setting: REST API “Create Content Item”; automate reviewer assignment.
3.17. DocuSign
• Feature/Setting: API “Envelope Completed” triggers for publication flow post-approval signature.
3.18. HubSpot Service Hub
• Feature/Setting: Knowledge Base API for article lifecycle events (create, review, publish).
3.19. GitHub
• Feature/Setting: Gist or repository Webhook “push” events to trigger documentation pipeline.
3.20. Basecamp
• Feature/Setting: Campfire API or to-do completion triggers for next stage automation.
3.21. Asana
• Feature/Setting: Task status change webhook automates sending docs to next review stage.
3.22. Smartsheet
• Feature/Setting: Sheet automation “row update” notification triggers KB API actions.

Benefits

4.1. Faster publishing cycle by reducing manual workflow transitions.
4.2. Error reduction through version control, validation, and approval automations.
4.3. Full traceability and compliance audit trail for aeronautical engineering documentation.
4.4. Improved collaboration and visibility across engineering teams and document stakeholders.
4.5. Increased regulatory and client confidence due to standardized, automated document management.