Regular users can view all published knowledge assets through iManage Insight+ and can access documents in iManage Work. However, they can't make any changes to documents or view documents that aren't in a published state. In addition, they can't view any earlier versions of published knowledge assets.

Knowledge administrators can view all knowledge assets and can control the flow of a document through the curation process. For an organization with a dedicated knowledge team, members of this team would typically be knowledge administrators. For other organizations, it’s necessary to appoint specific users as Knowledge administrators.

Knowledge administrators can access a document, change its state (for example, from submitted to published), edit the document metadata, and update content. These activities are completed through actionable buttons in the Knowledge Properties panel in iManage Work. These options are visible only to Knowledge Administrators and not to regular users.

Table: Permissions in Curation—Regular v/s Knowledge administrators

The curation process consists of multiple stages. At each stage, the status of a document changes. To view the status of a version of a document, Knowledge administrators should browse to the Knowledge Properties panel and select the drop-down menu. Curation statuses aren’t shown in the usual iManage Work versions panel.

1. Submitted
   After a user submits a document for curation, the submitted document is copied to a separate library known as the Knowledge library. By default, it'll be moved into a single designated workspace in a folder called Submitted. Larger organizations may wish to have submitted documents moved into a particular workspace based on a selection made by the user in the initial submission form. This can be achieved by setting up additional workspaces and modifying the underlying Microsoft Power Automate workflow.
   

2. Update or Reject
   Once the document is submitted, the Knowledge administrator is now able select the submitted document and open the Knowledge Properties panel. The Knowledge Properties panel can be accessed in the same view as Preview and Versions, and may be hidden on some smaller screens. A Knowledge administrator can select Curate to put the document in an Update state, which enables them to edit the document and its metadata. Alternatively, they can Reject the document, for example, if it’s already submitted or if it's inappropriate to act as a knowledge asset.

   When a document is updated, a new version is created. When a document is rejected, a new version isn't created. As the state of a document changes, its folder location always reflects the most recent state. For example, if a document is changed from Submitted to Updated, the entire document is no longer visible in the Submitted folder, but is moved to the Update folder. When the state of a document is changed, a pop-up opens that allows the Knowledge administrator to be taken to the document in its new location.
   

3. Publish
   If the document is in the Update state, you can update its content and metadata. When you are finished making changes, you can make these changes visible by changing the status to

   Publish. This creates a new version of the document and the document is moved to the Published folder. Depending on how your knowledge library permissions are set up, Knowledge administrators may not be able to edit the content of a published document. Organizations may choose this option if they don't want incremental modifications stored in the Timeline of a document to be visible—for example, when redacting a confidential document.

   If this is the case, a Knowledge administrator wishing to make changes to a Published document must first change the state to Update. This creates a new, editable version. When they finish making changes, they must select Publish, which creates a new read-only version that's visible to users in iManage Insight+. When a new version is published, any earlier versions that are published are changed from Published to Unpublished, because Insight+ displays only the latest published version at any given time. The table below provides a worked example.
   
   Table: Worked example for Publish workflow

4. Unpublish
   The Unpublished state is used where you wish to hide a Published version from users. This may be useful if—for example, a knowledge asset contains outdated information and you don't want to run the risk of users acting on incorrect information. 

   You can unpublish a published version by selecting Unpublish in the Knowledge properties panel. Unpublishing a document doesn't create a new version. It simply changes the state from Published to Unpublished. 

   If the Knowledge administrator wishes to update an Unpublished document, they can do so by selecting Update to edit the document and its metadata. After the changes are made, the document can be Published.
   
   Here's how unpublishing might work in relation to the above example:
   
   Table: Worked example for Unpublish workflow

5. Retire
   You can select a document which is no longer required to be available to users in Insight+ and retire it by selecting Retire document. This document will continue to be available in iManage Work, but this action is irreversible.