---
title: "Article review reminder"
slug: "review-reminder"
description: "Team accounts can review the articles assigned to them on \"Workflow designer\" with the \"Inline comments\" feature. Use the \"@\" symbol to mention another Team account in your project."
tags: ["Advanced WYSIWYG editor", "Inline comments"]
updated: 2026-07-23T10:49:45Z
published: 2026-07-23T10:49:45Z
canonical: "docs.document360.com/review-reminder"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.document360.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Article review reminder

Review reminders alert team members when an article is due for review, helping you keep knowledge base content accurate and up to date. When a published article reaches its review due date, it enters a **Stale** state. A red dot indicator appears next to the article in the category tree and a **Stale badge** appears in the editor.

Review reminders help you flag articles for periodic review so your knowledge base always reflects the latest information. You can trigger a reminder immediately or set it to run on a scheduled interval, and apply it to a single article or across a group. Reminders can be set from the article editor, the All articles page, or the Article review reminders page in Content tools, and Project Owners and Admins can also define default reminder behaviour at the project level.

---

## When to use review reminders

- **Time-sensitive documentation:** Set reminders on articles that cover information that changes frequently, such as pricing, {{glossary.API}} references, compliance policies, or product features.
- **Scheduled content audits:** Use scheduled reminders to build a regular content audit cycle across your knowledge base without manually tracking review dates.
- **Post-release updates:** After a product release, remind contributors to verify that related articles still reflect the latest changes.
- **Compliance and governance:** Ensure regulated or sensitive content is reviewed and approved on a defined schedule.
- **Project-wide management:** Use the Article review reminders page in Content tools to manage reminders across your entire project from one place.

---

## Before you begin

- Only **Project Owners** and **Admins** can configure project-level review reminder settings.
- Review reminders apply only to **published articles**. Draft-only articles will not enter the Stale state until they are published.

---

## Set a review reminder

There are three ways to set a review reminder in Document360.

<div class="doc360-card-row">
  <div class="doc360-card">
    <div class="doc360-card__header">
      <p class="doc360-card__title">From the article editor</p>
    </div>
    <p class="doc360-card__desc">Set a reminder directly from the article you are working on. Best for applying reminders to individual articles during the writing or review process.</p>
    <a href="#from-the-article-editor" class="doc360-card__link">Learn more →</a>
  </div>
  <div class="doc360-card">
    <div class="doc360-card__header">
      <p class="doc360-card__title">From the All articles page</p>
    </div>
    <p class="doc360-card__desc">Select and apply reminders to multiple articles at once. Best for bulk updates across a category or workspace. You can also mark multiple stale articles as reviewed from here.</p>
    <a href="#from-the-all-articles-page" class="doc360-card__link">Learn more →</a>
  </div>
  <div class="doc360-card">
    <div class="doc360-card__header">
      <p class="doc360-card__title">From Article review reminders</p>
    </div>
    <p class="doc360-card__desc">Create named reminders with assigned reviewers and frequency settings from Content tools. Best for project-wide reminder management.</p>
    <a href="#from-article-review-reminders-in-content-tools" class="doc360-card__link">Learn more →</a>
  </div>
</div>

### From the article editor

1. Navigate to **Documentation** (<span class="fa-regular fa-book-open"></span>) in the left navigation bar.
2. Open the article.
3. Click the **More** (<span class="fa-solid fa-ellipsis"></span>) icon in the article header and select **More article options**. The **Article settings** panel appears with the **Review reminder** tab selected by default.
4. Choose one of the following options:
   - **Mark for review:** Immediately marks the article for review. Once published, the article enters the Stale state.
   - **Schedule reminder:** Sets a reminder at a specific interval. Enter the number of days after which the article should be reviewed.
5. Enter a reason for the review in the **Reason for review** field. This is optional, up to 250 characters.
6. Click **Save**.

<div align="center">
<img src="https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Article%20review%20reminder%20from%20article%20editor.png" class="article_image" alt="Review reminder tab in the Article settings panel showing Mark for review and Schedule reminder options">
</div>

:::(Info) (<p class="fa-regular fa-circle-exclamation"></p> NOTE)
Review reminders apply only to published articles. Draft-only articles will not enter the Stale state until they are published.
:::

### From the All articles page

Use the All articles page to set reminders for multiple articles at once, or to mark multiple stale articles as reviewed in bulk.

**To set a review reminder:**

1. Navigate to **Documentation** (<span class="fa-regular fa-book-open"></span>) > **All articles** (<span class="fa-light fa-list-check"></span>).
2. Select the articles you want to set a reminder for.
3. Click **Review reminder** above the article list and choose the reminder interval in days.

**To mark multiple stale articles as reviewed:**

1. Navigate to **Documentation** (<span class="fa-regular fa-book-open"></span>) > **All articles** (<span class="fa-light fa-list-check"></span>).
2. Click **Filter**, expand the **Review reminder** dropdown, and select **Stale** to list all stale articles.
3. Select the articles you want to mark as reviewed.
4. Click **Mark as Reviewed** above the article list.

<div align="center">
<img src="https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/mark%20as%20reviewed(1).png" class="article_image" alt="All articles page showing bulk selection with Review reminder and Mark as Reviewed options">
</div>

### From Article review reminders in Content tools

1. In the left navigation bar, navigate to **Content tools** (<span class="fak fa-regular-book-open-gear"></span>) > **Content management** > **Article review reminder**. The **Article review reminders** page appears with a list of reminders you have already created.
2. Click **Add reminder**. 
3. Enter the **Reminder name**, set the **reminder frequency**, and add the **Reviewers** in the dialogue box.
4. Click **Next**.
<div align="center">
<img src="https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/new%20reminder.png" class="article_image" alt="Create review reminder dialog showing reminder name, frequency, and reviewer fields">
</div>

5. Select the **Workspace** and **Language**.
6. Select the articles to apply the reminder to.

:::(Info) (<p class="fa-regular fa-circle-exclamation"></p> NOTE)
Use the **Filter** options to retrieve articles by category, contributor, tags, or date.
:::

7. To apply the same reminder to all selected articles in the future, select the **Set this rule for future** checkbox.
8. Click **Set reminder**.

<div align="center">
<img src="https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/article%20reminder%20in%20content%20tools.png" class="article_image" alt="Create review reminder dialog showing reminder name, frequency, and reviewer fields">
</div>

---

## Clear a review reminder

Once an article has been reviewed, you can clear its Stale status by marking it as reviewed.

### From the Stale badge

1. Open the stale article in the knowledge base portal.
2. Click the **Stale badge** in the article header. A review panel opens showing when the article became stale and who published the latest version.
3. Review the content and make any necessary updates.
4. Click **Mark as reviewed**.

<div align="center">
<img src="https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/stale(1).png" class="article_image" alt="Stale badge review panel showing article details and Mark as reviewed option">
</div>

### From Article settings

1. Open the stale article in the knowledge base portal.
2. Click the **More** (<span class="fa-solid fa-ellipsis"></span>) icon and select **More article options**.
3. Go to the **Review reminder** tab.
4. Review the content and make any necessary updates.
5. Click **Mark as reviewed**.

<div align="center">
<img src="https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/mark%20as%20reviewed.png" class="article_image" alt="Review reminder tab in the Article settings panel showing the Mark as reviewed option">
</div>

Once marked as reviewed, the Stale status is cleared and the article returns to its Published state.

---

## Stale article indicators

When an article enters the Stale state, the following indicators appear:

| Indicator | Where it appears |
|---|---|
| **Red dot** | Next to the article name in the category tree. |
| **Stale badge** | In the article editor header, next to the workflow status. The badge is interactive and lets you mark the article as reviewed directly from the editor. |
| **Yellow dot alongside red dot** | Appears when a stale article is currently open in edit mode, indicating the article is being edited while still in the Stale state. |

<div align="center">
<img src="https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/stale%20article%20indicators.png" class="article_image" alt="Category tree showing articles with published, stale, and editing status indicators">
</div>

---

## Project-level review reminder settings

Project Owners and Admins can configure default review reminder behaviour for articles across the project.

1. Navigate to **Settings** (<span class="fa-solid fa-gear"></span>) > **Knowledge base portal** in the left navigation bar.
2. In the **General** settings page, locate the **Review reminder settings** section.

For detailed information about configuring these settings, see [General project settings](https://docs.document360.com/docs/general-project-settings#configure-review-reminders-for-articles){target="_blank"}.

:::(Info) (<p class="fa-regular fa-circle-exclamation"></p> NOTE)
Article-level review reminder settings override project-level configurations.
:::

---

## Best practices

- **Set a consistent review cadence:** Use scheduled reminders rather than manual review flags for articles in active documentation areas. This ensures content is reviewed regularly without relying on memory.
- **Always add a reason for review:** Even though the Reason for review field is optional, a descriptive note helps reviewers understand what to check, leading to faster and more accurate reviews.
- **Assign a specific reviewer:** When creating reminders from the Article review reminders page in Content tools, assign a reviewer so accountability is clear.
- **Enable "Mark as reviewed on publishing new version":** If contributors regularly update and republish articles, enabling this setting at the project level reduces manual cleanup of Stale statuses.
- **Leverage the All articles filter:** Filter for Stale articles in the All articles page as part of a regular content audit to catch articles that have not been reviewed on schedule.
- **Apply reminders to future articles:** Use the **Set this rule for future articles** option when creating reminders in Content tools to automatically apply the same reminder interval to new articles added to a category.

---

## FAQ

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<details open>
<summary>
<p>Does a review reminder apply to draft articles?</p>
</summary>
<div data-type="details-content">
<p>No. Review reminders apply only to published articles. A draft article will not enter the Stale state until it is published, even if a reminder has been set.</p>
</div>
</details>
<button class="details-arrow" type="button"></button>
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<div class="faq-wrapper" data-type="details-wrapper">
<details>
<summary>
<p>What happens when an article becomes Stale?</p>
</summary>
<div data-type="details-content">
<p>When a published article reaches its configured review reminder date, it enters the <strong>Stale</strong> state. A red dot indicator appears next to the article in the category tree, and a <strong>Stale badge</strong> appears in the editor. Contributors can review and mark the article as reviewed directly from the editor or from the Article settings pane.</p>
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</details>
<button class="details-arrow" type="button"></button>
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<details>
<summary>
<p>What happens to a stale article on the knowledge base site?</p>
</summary>
<div data-type="details-content">
<p>A stale article continues to appear and function normally on the knowledge base site. The Stale state is an internal indicator visible only in the knowledge base portal. Readers on the site are not notified that an article is stale.</p>
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</details>
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<details>
<summary>
<p>Does the article-level reminder override the project-level reminder setting?</p>
</summary>
<div data-type="details-content">
<p>Yes. If a review reminder is configured at the article level, it takes precedence over the project-level default reminder configuration set by the Project Owner or Admin.</p>
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</details>
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<div class="faq-wrapper" data-type="details-wrapper">
<details>
<summary>
<p>Can I set different review intervals for different articles?</p>
</summary>
<div data-type="details-content">
<p>Yes. Review reminder intervals are configured at the article level, so each article can have its own reminder schedule. Use the Article review reminders page in Content tools to manage multiple reminders with different intervals across your project.</p>
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<summary>
<p>How do I set a review reminder for all articles in my project at once?</p>
</summary>
<div data-type="details-content">
<p>Navigate to <strong>Content tools</strong> &gt; <strong>Content management</strong> &gt; <strong>Article review reminder</strong> and create a new reminder. You can select all articles across workspaces and languages, and optionally apply the rule to future articles as well.</p>
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</details>
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