Guru Features
Publishing workflows

Publishing workflows

Guru’s publishing workflows give teams precise control over who can publish content, helping ensure accuracy, accountability, and consistency across your knowledge base.
Plan availability
Starter
Builder
Enterprise
Beta
Coming soon
No items found.

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.

Learn more about...

Guru’s content editor

AI-powered content assist

Knowledge Agents & AI answers

Custom Pages

User groups, roles, & permissions

Disclaimer: Due to the nature of machine learning and the technology powering our AI tools, outputs may occasionally be inaccurate.
"Easy to search, AI-driven recommendations, easily integrated into all the systems I already use."

FAQs

You’ve got questions, and we’ve got answers.

What happens when someone without publishing permissions tries to publish a Card?

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.

Can publishing workflows be applied to existing Cards?

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.

What happens to drafts if publishing workflows are turned off?

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.

Who can manage publishing workflows?

Only Admins and Workspace Owners can enable or modify publishing workflows.

Can I customize the approval steps or add multiple reviewers?

Publishing workflows currently support a single-step approval process managed by designated publishers. Authors submit for approval, and publishers review and publish.