Setting up scheduled review cycles

Overview

Admins can set default review cycles for owners of content in the Content Library, and for situations where Owners are added to Section Templates.

Your Content Library contains Q&A Pairs, documents, sections, and catalogs that must be periodically reviewed for accuracy by their content owners. You can set up regularly occurring (scheduled) review cycles during which owners are required to review Q&A pairs and update them as needed. This will be the default review process for your organization; however, if you can initiate an on-demand review.
Note: You can cancel both scheduled and on-demand reviews as needed. See Canceling scheduled and on-demand content reviews for more information.

• Owners and review cycles can be assigned individually or in bulk (for multiple contents of the same type). See Applying bulk changes to content in the Content Library for more information.
  Note: By default, owners are considered reviewers. You can assign different/additional reviewers if needed.

• Review types can be scheduled or on-demand, and review processes include Any, All, or Sequential. You can set a combination of these as the default scheduled review cycle for your organization.
  Note: You can cancel both scheduled and on-demand reviews as needed.

• Follow-up review dates can be set as additional reminders if the owner hasn't completed the review by the primary due date.
  Note: The follow-up date overrides the default review date set in your Organization Settings. You can add up to four follow-up dates per Q&A pair.

See Content Library review process overview for more information.

Permissions

You must be an Admin to perform this task.

Review types

There are two different review types you can choose from — scheduled or on-demand.

• Scheduled: These follow your default predefined review cycle, where content is reviewed at regular intervals based on the default preferences set in your Organization Settings. These reviews ensure that content is periodically checked and updated as needed.

• On-demand: These are initiated as needed outside of the regular review cycle. They are useful for urgent updates or when significant changes occur that require immediate attention.
  Note: On-demand reviews impact scheduled reviews. See Using on-demand content reviews for more information.

Review processes

There are three different review process options — Any, All, or Sequential (only for Q&A Pairs) — that dictate how content owners can complete their reviews.

• Any: The review will be complete when any one from the list of reviewers complete their review.

  • Any of the assigned reviewers can review/edit the content and mark it as complete.

  • The content is then moved to Moderation (if Moderation is enabled), or directly to the Library if Moderation is not enabled.

• All: The review will be complete only when all assigned reviewers complete their review.

  • All of the assigned reviewers must review/edit the content before it can be marked as complete. Once the initial owner makes their edits, the content remains on the Review page so the next owner can complete their review.

  • Only after all owners complete their review does the content move to Moderation (if moderation is enabled), or to the Library if Moderation is not enabled.

• Sequential: The review will be complete only when all reviewers complete their review in sequence.
  Note: Sequential order applies only to individual reviewers. Teams can be included as reviewers in the workflow, but their review will not run in sequence.

  • All of the assigned reviewers must review/edit the content in their assigned sequence before it can be marked as complete. Once the initial owner makes their edits and completes review, the content is assigned to the next reviewer in the sequence and so on.

  • The content will appear in the Review page only when the review task is created. 

Setting up scheduled review cycles

You can customize your content review cycle preferences. The options set here serve as the overall default review process for your organization and are displayed when adding content to the library. However, you can modify these options from the Content Creation page.
Note: When you change the review process, it's applicable only for upcoming reviews and content directly added to the Answer Library. The existing content keeps the former review process. The review process for content added from projects to the Answer Library can be set from the projects preferences.

1. Go to Organization Settings > Content Library > Content Review and turn the Scheduled Review toggle on, then click Configure.

2. Enter a specific number of days in the Default Review Cycle field and the Review Task Creation field.
   

   • The number in the Review Task Creation field determines how many days before the content review due date a review task is created. Review tasks can be created from this date until the next review date.

   • For example, if the value in the Review Task Creation field is set as 5 days and the value in the Default Review Cycle field is set as 90 days, you can select a content review date between the 85th and 90th days.

3. Select a default review process (Any, All, or Sequential) for each content type.
   Note: Sequential reviews are available for Q&A pairs only.

4. A pop-up appears warning you that the review preferences you just set don't apply to existing content. Click Got it!

5. Click Save.