Publishing workflows
What are publishing workflows?
Publishing workflows is a feature that allows designated Guru users to manage how and when content is published within their organization. By defining which users have publishing rights and which must request approval, teams can enforce a consistent review process before information goes live.
Whether you’re managing sensitive content, maintaining brand and tone guidelines, or simply ensuring that only reviewed information is shared, publishing workflows help you build trust in your information by making content governance seamless and scalable.
How it works
Enable workflows for a Collection
Admins and Workspace Owners can turn on publishing workflows for any Collection in Guru. A new “Publishing Workflows” tab appears alongside permissions, where they define who has publishing access.
Control who can publish
Assign publishing access to specific users or groups. Everyone else with author permissions can still draft content, but must request approval before publishing.
Authors request to publish
When an author without publishing rights finishes a draft, they’ll see a “Request to publish” option. Their content is queued in their Drafts tab and labeled as “Publishing requested.”
Publishers review and approve
Collection Owners or users with publishing permissions are notified and can publish the draft after review. If workflows are disabled later, the draft reverts to a standard draft and can be published without approval.
Why it matters
Protect content quality at scale
Ensure every published Card has been properly reviewed—no more surprise edits or accidental publishes.
Streamline internal workflows
Empower SMEs to contribute knowledge while giving final say to those responsible for accuracy, tone, and compliance.
Support formal approval processes
Whether you’re in HR, legal, operations, or product, you can mirror your existing review structures inside Guru without managing them in a separate doc or tool.
Secure data control
Publishing workflows extend Guru’s existing permission model by allowing Collection Owners to separate drafting and publishing rights. All publishing actions respect Collection-level access, ensuring only approved users can publish or approve Cards. Combined with Guru’s verification system, teams gain complete visibility and confidence over who created, edited, or approved each piece of content.
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FAQs
You’ve got questions, and we’ve got answers.
They’ll see a “Request to publish” button instead. The Card will move to their Drafts tab with a “Publishing requested” label and wait for someone with publishing rights to review it.
Yes. The workflow applies to any Card—new or existing—within the Collection where it’s enabled. The process is consistent across all content types.
If an Admin or Workspace Owners disables the workflow while there are pending approvals, those Cards will revert to standard drafts and can be published by anyone with publishing access.
Only Admins and Workspace Owners can enable or modify publishing workflows.
Publishing workflows currently support a single-step approval process managed by designated publishers. Authors submit for approval, and publishers review and publish.
