Manage List Page

The Approve Knowledge Records list page is a centralized repository for Approvers to efficiently review, assess, and approve Knowledge Records (KRs). Navigating through pending KRs to approving them,Apex provide functionalities and features that empower Approvers to streamline their decision-making process. With a focus on visibility, and efficiency, Apex{Platform Name} helps ease the KR approval process and enhance overall IT service delivery.

View Knowledge Records to be Approved

To view the list of SRs to be approved, perform the following steps:

1. Click Service Management. From the left panel, select Knowledge.

2. Click Approve Knowledge Records. List of the Knowledge articles awaiting approval are displayed.

   
   

   

   Figure: Approve knowledge records list page

There are different columns, tabs, and rows in the list page of Approve Knowledge Records.

The different tabs on the top ribbon displays the list of KRs assigned to the Approver for a particular Tenant. Click on individual tabs to view the list of SRs from that Tenant.

Figure: Approve KRs - Tenant

View

You can change which KRs are displayed on the list page by clicking the View option.

1. Click Select View to add a new view to the KR list page. Click Add New View to add a view.
   

2. You can also select a View from the already Saved Views options.
   

   

   Figure: View KR
   

3. Select which view you want to apply to the KR list page.

Filters

You have the provision to apply filters on all of the columns or an individual column. This functionality allows you to control the exclusion or inclusion of specific data as per your requirement. You can focus on the required data with better analysis.

To apply filters on all the columns, perform the following steps:

On the Approve Knowledge Records list page, click the Filters icon on the top left corner just above the list of forms.

Figure: Filters

You have the provision to add new advanced filters or to use saved view with pre-defined filter conditions.

Advanced Filter

The Advanced filters allows you to define filter conditions at more granular level with additional filter options.

1. Clickicon to add advanced filters to the Approve KR list page.
   

2. A pop-up screen appears where you can add new filter sets with conditions to the list page.

   

   Figure: View - Advanced filter

3. Click Add Filter Set to add a new filter to the Approve Knowledge Records list page.

   

   Figure: Add filter set

4. In the Field section select a column from the dropdown menu to which you want to add new filters.

5. Once you select Field value, the Operator column will populate the corresponding operator values in the dropdown menu. Select the Operator. You can select only one option.

   

   Figure: Operator

6. Once you select Operator, the Value column will populate the values in a drop-down menu. This is a multi-value field and you can select multiple options.

   

   Figure: Value

7. Click Apply to implement the newly set advance filters on the list page.

The following table describes the fields and description of Advance Filter pop-up.

The applied filters count is displayed on the top along with filter icon. It will provide a quick reference to the applied filters.

Figure: Filters Count

Filters in individual column

You can apply filters on individual columns as well as per your requirements.

To apply filters on individual columns, perform the following steps:

1. On the list page, click the filter associated with the individual column.
   

   

   Figure: Filters - Individual Column

   
   

2. Specify the filter criteria based on your requirements.
   

   

   Figure: Filters - popup

   
   

3. Click the Filter icon to view the following filter options. Select the Match All or Match Any option from the list to filter the data based on the condition selected. The Match All option is selected, by default.

4. Select the option to compare the data based on the conditions. Available options are as follows:

   1. • Starts With

      • Contains

      • Not contains

      • Ends with

      • Equals

      • Not equals

      • Less than

      • Less than or equal to

      • Greater than

      • Greater than or equal to

      • Date is 

      • Date is not

      • Date is before

      • Date is after

      • Active

      • Not Active

        Note

        The following filter options are available for numeric column values:

        • Less than

        • Less than or equal to

        • Greater than

        • Greater than or equal to

        The following filter options are available for date column values:

        • Date is 

        • Date is not

        • Date is before

        • Date is after

        The following filter options are available for toggle switch Active:

        • Active

        • Not Active 

5. You can click Clear to clear the configured filter and click Apply to set the filter condition.

Search

Search a specific KR in the list page by using the Search bar present on top of the Approve Knowledge Records list page. You can type the KR ID, or any other keyword in the search bar to search a particular KR.

Figure: Approve KR - Search

Export

Export the current or all the list pages of the KRs in an Excel format using the Export icon.

Figure: Approve KRs - Export

Once you click the Export icon, it will give you option to export all the pages or only the current page in an Excel format.

Figure: Export options

Bulk Approval

This option allows you to approve or reject knowledge records in bulk. You may select one or more knowledge records and bulk approve or bulk reject the records.

Click Bulk Approval icon and select the required knowledge records to be bulk updated.

Figure: Bulk Approval

On the Bulk Approval pop-up, select the Approval status as Approve/Reject. Enter remarks if needed. Click Submit.

Figure: Bulk Approval status