Is there a way to report on any article versions that were created by a user, rather then just the original author?
Background: My stakeholders want to report on Knowledge contributions by user, and there are the scenarios:
- user authored a new article (we have this covered via an Author field and the Created By field)
- user creates new version to update an article, and submits that for review approval. I have not been able to report on the version creators, as Created By keeps displaying just the original article creator. Maybe we need to use the Approval Process submitted by / created by user?
- user with the special permissions approves a review approval request, doesn't actually edit the article.
Thank you for any insight you can provide on best practices in this space.
Great question, Hanna! Here's a quick breakdown by scenario:
1. New Article Authors — Already covered via Created By and your custom Author field.
2. Version Creators — The Created By field always reflects the original author, not the version creator. The best workaround is to use Approval Process History (ProcessInstance / ProcessInstanceStep objects), which captures who submitted each version for review. Alternatively, create a custom "Version Created By" field and auto-populate it via a Flow triggered on Knowledge Article Version creation.
3. Approvers — Use the same Approval Process History
report
Quick Tip: Combine Approval Process History reporting with a Flow-driven custom field for the most complete and reportable view of Knowledge contributions across your org.
