Configuring Knowledge Actions is a page layout exercise: pick the actions, place them in the layout, set per-record-type variations, and verify permissions on the user profiles or permission sets.
- Open the Knowledge Article page layout
Setup, Object Manager, Knowledge, Page Layouts. Pick the layout assigned to your authors and editors. The Article Actions section sits near the top of the layout editor.
- Add or remove standard actions
Drag Publish, Edit as Draft, Archive, Submit for Translation, Delete Draft, Restore in or out of the Article Actions section. The order is the order shown on the article page.
- Create custom Knowledge Actions through Quick Actions
For custom workflows, Setup, Object Manager, Knowledge, Buttons, Links, and Actions, New Action. Pick Action Type = Flow, pick the Flow to invoke. Add the custom Quick Action to the page layout.
- Verify per-record-type variations
Different record types (FAQ, How-To) may have different action sets. Use Record Type-specific page layouts or layout assignment to control which actions appear per type.
- Set permissions on user profiles or permission sets
Open the relevant Permission Set: Author, Editor, Translator. Grant Publish Articles, Edit Articles, Manage Articles, or Translations as appropriate. Without the underlying permission, the action button does not render.
- Test the workflow end-to-end
Log in as an Author, create a draft, submit for review, log in as Editor, run Publish. Confirm the standard actions appear when expected and not before. Test custom actions against the Flow paths.
Standard action that moves an article from Draft to Published, triggering search re-indexing and channel visibility updates.
Standard action that creates a new Draft version from a Published article without taking the Published copy offline.
Standard action that moves a Published article to Archived. URL stays valid; the article is excluded from search.
Standard action that marks the master version ready for translation and creates Pending Translation records for each language.
Admin-defined Quick Action that runs a Flow on the article. Used for approval workflows, custom notifications, or batch operations.
Page layout region where the standard and custom actions render as buttons on the article page.
- Standard Knowledge Actions require specific user permissions. A user without Publish Articles does not see the Publish button. Audit profile permissions when actions appear to "disappear".
- Different record types can have different action sets through layout assignment. A change to the FAQ layout does not propagate to the How-To layout automatically.
- Custom Knowledge Actions backed by Flow run with the Flow's current user context. Set the Flow's Run as User setting carefully; system-context Flows bypass sharing.
- Translation actions appear only when Multiple Languages is enabled on Knowledge Settings. Teams that turn off the feature lose the translation actions silently.
- The Edit as Draft action creates a new draft version each time. Multiple agents clicking it on the same article creates parallel drafts that have to be reconciled manually.