Review reminder

Article review reminders let you flag articles for periodic review so your knowledge base always contains accurate, up-to-date information. When a published article reaches its review due date, it transitions to a Stale state, alerting project members that the content needs attention. You can apply reminders to individual articles or across a group, either immediately or on a scheduled timeline.

When to use article review reminders

Use review reminders in the following scenarios:

• Scheduled content audits: Set reminders at regular intervals (for example, every 90 days) to ensure all articles in your project are periodically reviewed.
• Time-sensitive documentation: Flag articles covering features, processes, or policies that change frequently.
• 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.

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.

Creating article review reminder from the Documentation editor

1. Navigate to the desired article in the Knowledge base portal.

2. Click the More () icon in the article header and select More article options. The Article settings pane will appear.

3. The Review reminder tab will be selected by default.

4. Under Review reminder, choose one of the following options:

   • Mark for review: Select this option to immediately mark the article for review. Once the article is published, it will enter the Stale state.
   • Schedule reminder: Select this option to set a reminder at a specific interval. Choose the number of days after which the article should be reviewed.

5. Enter a reason for the review (optional).

6. Click Save.

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

• The article enters the Stale state.
• A Stale badge appears in the article editor. The Stale badge is interactive and allows users to mark the article as reviewed directly from the editor.
• A red dot indicator appears next to the article in the category tree for quick visibility.
• If a Stale article is opened in edit mode, a yellow dot (published and currently under draft indicator) may appear along with the red dot. This indicates that the article is currently being edited while it remains in the Stale state.

How to clear a review reminder

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

You can do this in two ways:

1. Using the Stale badge
2. Using Article settings

Using the Stale badge

1. Navigate to the desired article in the Documentation editor.
2. Click the Stale badge displayed near the workflow status in the article header.
3. A review panel will open with details about the article's last published version, including when the article became stale and who published the latest version. Review the content and make any necessary updates.
4. Click Mark as reviewed. Once marked as reviewed, the Stale status will be cleared, and the article will return to its Published state.

Using Article settings

1. Navigate to the desired article.
2. Click the More () icon in the article header and select More article options. The Article settings pane will appear.
3. The Review reminder tab will be selected by default.
4. Under Review reminder, the panel displays review details, including when the article became stale and information about the last published version.
5. Review the content and make any necessary updates.
6. Click Mark as reviewed. Once marked as reviewed, the Stale status will be cleared, and the article will return to its Published state.

Marking multiple articles as Reviewed or Needs review

You can mark multiple articles as Reviewed or Needs review using two methods:

1. From the All articles page
2. From article review reminder in content tools

From the All articles page

1. Navigate to Documentation () in the left navigation bar.
2. In the left navigation pane, navigate to All articles (). The All articles page will appear.
3. In the Filter () option, expand the Review reminder dropdown and select Stale.
4. Select the articles you want to mark as reviewed.
5. Click the Mark as Reviewed option available above the list of articles.
6. Similarly, to mark multiple articles for review, select the desired articles, click Review reminder, and choose the intended reminder days.

From Article review reminders in Content tools

1. In the left navigation bar, navigate to Content resources > Content management > Article review reminders. The Article review reminders page will appear with a list of reminders you have already created.
2. Click Create review reminder. The Create reminder dialog will appear.
3. Enter the Reminder name, set the reminder frequency, and add the desired reviewers.
4. Click Next.
5. Select the desired Workspace and Language.
6. After selecting all articles, the Set this rule for future articles/tags/contributors checkbox appears. Selecting this option applies the same review reminder to all the selected articles, their tags, and contributors in the future.
7. Select the desired articles and click Set reminder.

How to configure project-level review reminder settings

1. Navigate to Settings () > Knowledge base portal in the left navigation bar.
2. In the General settings page, locate the Review reminder settings section.

These settings allow you to define the default review reminder behavior for articles across the project. For detailed information about configuring these settings, see General project settings.

Best practices

• Set a consistent review cadence: Use project-level auto-scheduling to ensure all published articles are reviewed at a uniform interval, reducing the risk of content going unnoticed.
• 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.
• Use the Content tools dashboard for large-scale reviews: When you need to apply reminders across many articles at once, the Article review reminders page under Content resources is more efficient than setting them one by one from the editor.
• 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: Use the Stale filter under Review reminder in the All articles page to get a consolidated view of all overdue articles and take bulk action quickly.

FAQ