Publish your knowby

Every knowby goes through an approval process before it's published – this keeps your content reviewed and consistent across your organisation.

Step 1 of 6

To publish a knowby, submit it for approval first — unless you're an admin, who can publish directly. You can do this from a few places:

The top bar when viewing the knowby — Publish for admins, Submit for Approval for members (who also need to pick an approver)
The "Ready to share" banner at the top of the knowby → Publish it
Knowby Details
The three-dot menu on the knowby card on the home page

Click Submit for Approval (or Publish, if you're an admin) to start.

Step 2 of 6

The Approval Process dialog opens. You can tag your knowby with a category (optional).

Think of it as a label to group related guides together, making them easier to browse, filter, and find. For example: Onboarding, HR, Sales, or IT.

Click Next to continue.

Step 3 of 6

Select who can access this knowby. To share it beyond your organisation, choose Public (Anyone on the web) – visible to anyone via link or web search, including all internal users.

Click OK in the Make this knowby public? pop-up to confirm.

Note: it may take up to 15 minutes for the knowby to appear on the public website.

Step 4 of 6

To keep the knowby inside your organisation, choose one of the other options:

Restricted (Specific teams) – only visible to the teams you select. Click OK in the Make this knowby internal? pop-up, then pick the teams from Select teams.
Internal (Entire organisation) – visible to all internal users in your organisation.

Click Next to continue.

Step 5 of 6

Add a comment if needed (may be required depending on your organisation's settings).

It will be shown in the Change Log for context.

Click Next to continue.

Step 6 of 6

Assign approver. On this screen, select an approver from the list — only users with approver rights, plus admins, will appear.

Member? Select an approver from the list, then click Submit for Approval.

Admin? The button shows Publish by default — click it to publish straight away, no approver needed. Select someone from the list and it changes to Submit for Approval; deselect them to switch back.

Your knowby moves to the Submitted for Approval section in the left menu, where it stays until the approver approves it or requests changes.

Good to know: once approved (or published by an admin), the knowby goes through a processing stage. This can take a while for large knowbys. You get a notification when it's done.

Tip: for what happens next, see the guides Approve or request changes, Revoke a knowby from approval and Unpublish a knowby.