The KMS does not have a workflow system in the sense that the DMS does. Content does not go through a series of states such as Active, Review, Reviewed, and so on. The KMS instead allows users with sufficient permissions to assign a visibility to each object. The possible visibilities are:

• Everyone
• Members
• Preparers/Reviewers/Managers

The same set of visibilities are used for each content type: Folders, Tutorial Sections, Tutorials, and so on, including the KMS Areas themselves.

The visibility simply controls who may view the object. Preparers, Reviewers and Managers can always view an object, but it is possible to set the visibility so that others may or may not as well. If the visibility is set to Members, then any logged in user may view that object. If the visibility is set to Everyone, than anyone who can reach the site can view the object, even those not logged in. In practice, setting the visibility to Everyone will be done often simply to relieve staff from having to log in to view certain content. Firms should be careful though when using this visibility setting. Firms may also use the Everyone visibility setting to present some content to clients or potential clients.

For a user to be able to view any given item, they must have permission to view that item as well as all the folders above it. For example, if a Tutorial is within a Tutorial Section, which is within a KMS Area, a user must have permission to view the KMS Area and the the Tutorial Section and the Tutorial in order to actually view the Tutorial.

The user roles in the KMS are a subset of those used in the DMS. User roles may be assigned site-wide or locally at any level of the tree. Within the KMS, the following roles exist:

• Administrator
• Manager
• Site Manager
• Preparer
• Reader
• Member
• Anonymous

These roles are equivalent in the KMS and DMS, so giving a user a certain role site wide, gives them very similar permissions in the DMS and KMS.

The Administrator and Manager roles are available only with Local Solutions, and have to do with access to the ZMI, which is a collection of administrative pages, used for activities such as modifying the site's workflow, packing the database, restarting the server and so on.

The Site Manager role allows users to create, delete, rename, and move content, and to change it's visibility.

The Preparer role allows users to modify content. Users with this role will have to sign the item out before it may be modified. This ensures that two users are not editing the same item at the same time.

The Reader role allows users to view an item.

The Member role allows users to view any content whose visibility is either Everyone or Members. All users, once logged in, have the Member role.

Anonymous users may view any content whose visibility is Everyone.

To give users local roles on any item, users with sufficient permission may navigate to the Local Roles tab and assign the necessary roles there. Items must be signed out before the Local Roles tab may be accessed, to ensure two users do not edit the Local Roles, or other pages for the given item, at the same time.