Article review reminder

Review reminders help users deliver the most accurate information to customers and internal teams by alerting project members when an article is ready for review. This helps keep your articles up to date.

Review reminder

Create and apply review reminders to flag an article for review immediately or set the review reminder to trigger on a specified date. You can also apply a review reminder individually or to a group of articles. 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 is shown in the editor to indicate that the article requires review.

Creating a review reminder for an article from the Documentation editor

To create a review reminder for an article from the Documentation editor,

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

2. Click on 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).

   NOTE

   In the Reason for review field, you can enter up to 250 characters.

6. Click Save.

   NOTE

   Review reminders apply only to published articles. Draft-only articles will not enter the Stale state until they are published.

NOTE

If an article is in review state:

• 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.

  

Clearing a review reminder

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

To clear the review reminder state:

Method 1: 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 back to its Published state.

Method 2: 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 back 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:

All articles

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.

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. Once done, 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.

NOTE

You can apply Filter () options to retrieve articles based on category, contributor, tags and date.

Project-level review reminder settings

Project Owners and Admins can configure default review reminder behavior at the project level.

To access these 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.

NOTE

Article-level review reminder settings override project-level configurations.