---
title: Knowledge State Transitions Reference
slug: neurons-for-itsm/admin-user-help/enu/latest/knowledge-state-transitions-reference
createdAt: 2026-07-14T19:16:49.486Z
---

Administrator can create additional statuses to meet the business needs of your organization.

:::hint{type="info"}
- **Notifications** show that the email is sent to the assigned reviewer based on customer configuration.
- The listed **roles **have access to the knowledge workspace.
:::

| State     | Description                                                                                                                                                                                                                                 | Notifications                           | Roles                                                                 |
| --------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------- | --------------------------------------------------------------------- |
| Draft     | Articles are set to draft when initially created. Users in the Self-Service Portal cannot search the articles in draft state, but other users can.                                                                                          | Knowledge Manager when article is saved | Service Desk Analyst<br />Knowledge Manager<br />Service Desk Manager |
| In Review | Articles are set to in review when the owner is ready to have it reviewed. Users in the Self-Service Portal cannot search the articles in the in review state, but other users can.<br />This state starts the knowledge approval workflow. | No notifications                        | Service Desk Analyst<br />Knowledge Manager<br />Service Desk Manager |
| Reviewed  | Article has been approved.                                                                                                                                                                                                                  | Knowledge Manager                       | Knowledge Manager                                                     |
| Published | Articles are set to published when the reviewed article is published, which means that it is available in the Self-Service Portal.<br />Only Knowledge Managers can update articles in the published state.                                 | Knowledge Manager<br />Article Owner    | Knowledge Manager                                                     |
| Expired   | The article is obsolete but can be searched for by internal users.                                                                                                                                                                          | Knowledge Manager                       | Knowledge Manager                                                     |
| Archived  | The article is no longer part of the Knowledge Base. Only Knowledge Managers can search for it.                                                                                                                                             | Knowledge Manager                       | Knowledge Manager                                                     |
| Rejected  | The article has been rejected after review.                                                                                                                                                                                                 | Article Owner                           | Knowledge Manager                                                     |