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✅ Reviews

Three tools keep knowledge checked by the people who know it best:

  • Review cycles remind an item's owners to look at it again after a set time.
  • Review requests ask a teammate to check a draft before it goes live.
  • Collections that require review make that check mandatory for everything in them.

Review cycles​

Every article or Q&A has Owners and review cycle in its properties, in the editor or the Library side panel's Properties tab.

SettingWhat it does
OwnersThe teammates who look after the item. They're shown in the Library's Owner column.
Review everyHow often the item should be checked, in days, or No review cycle.

The panel shows the Next review date. When it passes, the item is tagged Needs review ("The review date has passed."), appears in the Library's Needs review view, its owners are notified, and a Review due signal reaches the Gaps tab. Mark reviewed starts the next cycle; select several items in the Library to mark them reviewed in bulk.

Review requests​

A knowledge manager can ask any workspace member to review an item: select Request review in the item's Review section.

FieldWhat it's for
ReviewersOne or more members. They don't need the + Knowledge grant.
MessageAnything the reviewer should look at.
Publish when approvedWhen ticked, the reviewer's approval publishes the draft.

The reviewer is notified and sees "You were asked to review this item. You can edit its draft and comment until you decide." Until they decide, they can edit the item's draft and comment on it, even without the grant. Then they choose:

  • Approve, or Approve and publish when the request publishes on approval. A version published this way records who asked for it.
  • Request changes, with a note on what should change.

Each request shows its status: Waiting, Approved, Changes requested or Cancelled. Whoever asked can Cancel request. The person who asked is notified when the review finishes.

Comments​

Knowledge managers and assigned reviewers can comment on an item. The comment's author or a knowledge manager can Resolve it and Reopen it later; authors can delete their own comments.

Collections that require review​

Tick Require review before publishing when you create or edit a collection. The collection shows a shield in the Library rail: "Review required before publishing".

For every item in it:

  • Publish stays locked until a reviewer approves the current draft: "Publishing is locked until a reviewer approves the current draft." Once they do, "A reviewer approved the current draft. It can be published."
  • A change drafted in Gaps shows Send for review instead of Publish answer, and the reviewer's approval publishes it.
  • A ticket macro can't be edited directly from the reply box; it goes through review too.

Reviewing a gap​

On the Gaps tab, Assign reviewer asks a member to check a drafted answer. The reviewer approves it or asks for changes; publishing it stays with a knowledge manager.

Notifications​

Owners, reviewers and knowledge managers get these in the inbox and their notifications: Knowledge review requested, Knowledge review finished, Knowledge item due for review, New comment on a knowledge item and Knowledge change ready for review. See Alerts & Notifications.

  • Writing & Editing: drafts, publishing and versions
  • Library: the Needs review view and bulk Mark reviewed
  • Gaps: review due items and drafted answers

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