KB User's Guide - Documents Tab - Understanding Document Statuses

• Draft — Actively being edited. This may be a brand‑new document or a previously published one undergoing revisions.

• Pending review — Edits are complete and the document is ready for review and/or ready to publish. Use this when updates or new content need approval.

• Published — Fully reviewed and available to end users on the selected site(s), unless expired.

• Archived — Obsolete or expired content. Still accessible within KB Admin Tools.

• Trash — Optional status for test documents, duplicates, or incomplete drafts. Visible only in KB Admin Tools unless purged. 

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).