Reviewer permissions

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. The Reviewer role is designed to enable feedback and workflow participation without granting the ability to edit content directly.

What reviewers can do

Reviewers can:

• View articles in Draft mode or the state determined by the workflow.
• Add comments to articles, 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 Tasks card on the Overview page.

NOTE

• When a workflow status is set to Read only, no users, including those with the Reviewer role, can add comments to an article.
• Reviewers can access the Overview page and view only the content relevant to their role and permissions.
• For more information, read the article on the Overview page.

What reviewers cannot do

• Edit or modify article content.
• Create, move, or delete articles or categories.
• Access any portal module other than Documentation.
• Modify content access settings or user permissions.

Portal role and content role behaviour

When Reviewer is set as the portal role, the content role is automatically set to Reviewer and cannot be changed through Manage content access at the category or article level. Users assigned this way will not appear in the Manage content access section.

If you need to assign category or article-level access through Manage content access, set the portal role to Admin, Owner, or Contributor, and then manually assign the Reviewer content role.

Reviewer access on the knowledge base site

A Reviewer's content access level, such as access restricted to one workspace or specific categories, determines what the user can see in both the knowledge base portal and on the published knowledge base site. These two surfaces cannot be configured independently for content-access-level assignments (Workspace/Language, Category, or All) made through Users and groups.

This differs from article-level access control (Security > Knowledge base portal / Knowledge base site), which lets Editor and Contributor roles have separate portal and site visibility settings per article. Content access levels assigned to Reviewer accounts do not support this separation: whatever content is visible to the user in the portal is also visible to them on the published site, and vice versa.

If a Reviewer needs to review content in one workspace while also being able to view, but not edit, the rest of the knowledge base on both the portal and the site, assign the user a second content role with broader content access, in addition to their Reviewer role:

1. Go to Settings > Users and security > Roles and permissions > Content role.
2. Create a new content role, for example named View Only, and enable View permissions only for Category. This automatically selects Articles / Decision trees, Content resources, and Workspace as well.
3. Go to Settings > Users and security > Users and groups > Users, open the Reviewer's account, and go to Content role and access.
4. Click Add another content role, select the new View Only role, and set its Content access to All, or to the specific workspaces the user should be able to view.
5. Click Update.

The user keeps their original Reviewer access for the assigned workspace and gains view-only access to the rest of the content on both the portal and the published site, without gaining any edit or publish permissions.

FAQ