• Draft: A document in this status is actively being edited. It may be a new document that has never been published or a previously published document that requires edits.

• Pending review: A document in this status indicates edits are complete and are ready to be reviewed and/or published. Use this status to have new or updated documents published, or after adding notes to indicate action is necessary.

• Published: A document in this status have been properly reviewed and revised. Once a document is published, it is available to end users on the site(s) that were selected with the "site access" setting. The only exception is if the document has expired, in which case, it will not be available to end users until its expiration date is extended.

• Archived: A document in this status has become obsolete or expired. It can still be accessed in the KB Admin Tools.

• Trash: This is an optional status that is a step beyond "archived". Like with archived documents, the trash can only be accessed in the KB Admin Tools. This status should primarily be used for documents that were created for testing purposes, docs that are duplicates, or those that were never completed for publishing. Trash documents can still be viewed in the KB Admin Tools unless you opt to purge their contents entirely. 

Note: KB Groups may use these options differently. For example, groups that give all of their authors "Publish" rights may not use Pending review at all.

Dual Status

In some cases, documents will appear to have two statuses simultaneously in the KB Admin Tools. This is referred to as "dual status" and specifically applies to documents that are published while also have a second, more recent version that is either a draft or pending review.

When a document is in dual status, end users will only see the published version on your live site(s). The draft / pending review version will only be visible to your authors in the KB Admin Tools. When the draft / pending review version is published, it will overwrite the previous published version for your end users.

You can easily compare the published and draft versions of a document in dual status with the Draft vs publish comparison available on the document review screen (under the More menu) or document edit screen (under the Options menu).