Managing reviewer accounts

Plans supporting access to reviewer role settings in knowledge base portal

Free
Professional
Business
Enterprise








The Reviewer role in Document360 lets users review content without editing or making changes. This role is designed to streamline content review by granting specific permissions to Reviewers. The Reviewer role will only have access to the Documentation module, allowing access to view articles and categories, add comments to articles, and update the article's workflow status.

Creating a Reviewer account

You can create a Reviewer account by assigning the Reviewer role during team account creation. Here's how:

  1. Navigate to Settings () > Users & security > Team accounts & groups.

  2. Click Create > Team account to open the new team account creation window.

  3. Enter the email address of the user to be added.

  4. In the Portal role dropdown, select Reviewer. The content role will automatically be set to Reviewer.

  5. Alternatively, if another portal role is selected (e.g., Owner, Admin), you can manually assign the Reviewer role in the content role dropdown.

  6. Assign content access permissions based on the articles or categories the Reviewer needs to access.

  7. Click New team account to finish adding the Reviewer account.


Reviewer permissions and access

Once a user is assigned the Reviewer role, they will have access to the Documentation module and can interact with articles and categories based on their permissions.

NOTE

Reviewers can only review one article at a time. When a Reviewer begins reviewing an article, other users will see a banner stating, "Reviewer [Name] is currently reviewing the article."

Reviewers can:

  • View articles in Draft mode or in the state determined by the workflow.

  • Add comments to the article, including inline comments.

  • Update the workflow status of an article.

  • Set due dates and manage workflow assignments.

  • Bulk update workflow statuses and manage assignments across multiple articles from the Workflow assignments page.

NOTE

When a workflow status is set to Read only, no team accounts, including those with the Reviewer role, can add comments to an article.


Managing Reviewer accounts

You can update or modify existing Reviewer accounts through the Team accounts & groups section. Reviewers can also be converted to Readers or SSO Readers, and vice versa.

To edit or delete a Reviewer

  1. Navigate to Settings > Users & security > Team accounts & groups.

  2. Locate the user you wish to modify, then select Edit or Delete when you hover your cursor over the user.

To convert a Reviewer to a reader account

  1. Navigate to Settings > Users & security > Team accounts & groups.

  2. Select the checkbox next to the user you wish to modify.

  3. Click Convert to reader.

  4. Assign the desired content access permissions from the Content access dropdown.

  5. As an optional step, map the user to any existing reader groups from the Map with existing reader group dropdown.

  6. Click Confirm to convert the Reviewer to a reader account.


Reviewer role functionality

The Reviewer role is meant to make the content review process easier by letting users give feedback on articles without changing the content. Reviewers can access articles in Draft mode to leave comments, suggest edits, and update the article's status in the workflow. This role is helpful for teams that want to include valuable input from experts or stakeholders while ensuring the content remains unchanged until it's ready for final approval.

Reviewing an article

To start reviewing an article,

  1. Navigate to the article from the Category & article pane.

  2. Click the Start Review button at the top right of the editor.

To add a comment,

  1. Highlight the desired text and click on the floating Comment ( ) icon.

  2. Enter your comment, then either click Post or press Ctrl+Enter to submit.

When you’ve completed your review, click Mark as Reviewed at the top right.

To update the workflow status,

  1. Click the Workflow status dropdown at the top of the editor.

  2. Select the appropriate workflow status for the article.

  3. To set a due date for the workflow status, click the Set due date icon and choose the desired date from the calendar.

  4. To assign the workflow status to a user, click the Assign icon and search for the team account.

  5. Once done, click Set status to apply the changes.


FAQs

How many Reviewer accounts are included in each plan?

  • Professional: 5 Reviewers

  • Business: 10 Reviewers

  • Enterprise: 20 Reviewers

Can Reviewers edit articles?

No, Reviewers can only leave comments and update workflow statuses. They do not have permissions to edit the content directly.

Can Reviewers access all articles in the knowledge base?

Reviewers can only access articles that they have been given permission to review. Their access is usually restricted to specific categories or articles.