Content Library Review

Overview

Your Content Library contains Q&A Pairs, documents, sections, and catalogs that must be periodically reviewed for accuracy by their content owners. Reviews can be scheduled or on-demand.

This document covers details on the Q&A content review process in the Content Library. 

Review Types

You can select from the options:

• Any: Review will be complete when any one from the list of reviewers complete their review.
• All: Review will be complete only when all assigned reviewers complete their review.
• Sequential: Review will be complete only when all reviewers complete their review in sequence.

Configuring the Default Review Type

1. Navigate to Organization Settings > Content Library> Content Review.
2. To enable On Demand review for your content, turn the associated toggle On. 
3. To enable scheduled review, turn the associated toggle On.
   
4. To configure scheduled review, click Configure.
   Note: For Q&A Pairs “Any”, “All”, and “Sequential” review types are available. For Sections and Catalogs “Any” or “All” and for Documents only “Any” review types are available.
   
5. Specify the Default Review Cycle in days.
6. Specify the review task creation date. Review tasks can be created from this date until the next review date. For example if Review Task Creation is set as 5 days and Default Review Cycle is set as 90 days, you can select the content review date between the 85th and 90th days.
7. Select the review type for each. A warning would be displayed as shown below:

8. Click Got it. Next, click Save to update the selections.

The default review process set here would be displayed while adding content to the library. However, you can modify them from the content creation page.

Content Review

While adding Q&A pairs to the content library, you can set the reviewers and the review types. 

1. Under Privacy, Usage and Review, specify the Owner names. By default, owners will be considered as the Reviewers.
   Note: For Sequential review, a minimum of two reviewers must be available.

2. To schedule a review, select the Schedule Review checkbox. A section with review details will appear. The owner will by default be added as a reviewer. The review details will be displayed based on the default configuration done in the Organization Settings.
3. To modify the review details, click Edit Review Details.
   
   The Review Process section will be displayed.
   

4. Select from Any, All, or Sequential. 
5. If Sequential is selected, specify the review sequence.
   

6. Select the Review Cycle:
   Default: When selected, the review date sets to the default set in the Organization Settings.
   Custom: You can configure the review cycle in days. Based on the configured value, the Next Review Date will be displayed.

The content would appear in the Review tab when the review task creation date is reached. If the review is pending with your preceding reviewer, the Complete Review button will appear disabled. Only when it is ready for your review, the Complete Review button appears enabled.

Viewing Content in the Review Tab

The content that need to be reviewed appears on the Review tab.

To see it, hover over the icons on the left side of the page, and then click Review.

You can see the items for your review by clicking All Content/My Content toggle. You can then click the menu to filter by due date.

Click Read More to expand the text on the card. If it is a Q&A pair, click the pencil icon to edit it. If it is a document, you can edit in Word, Excel, PowerPoint, Google Docs, Google Sheets, or Google Presentations, as appropriate. When you are finished, click Complete Review.

Note: If you do not have edit permission, you can only copy the content.

Bulk actions

You can review and update multiple cards in bulk.  To perform the same actions on multiple cards, select one or more checkboxes, or click Select All. Click through the following walkthrough for details:

Note: For more information about bulk actions, see Applying bulk changes to content in the Content Library.

You can then:

• Add or change the tags, privacy settings, and owners quickly by clicking the corresponding icon.
• Use the More options menu perform actions such as update moderators (Q&A Pair, Documents), perform advanced bulk updates (for example, changing the metadata, moderators, favorites, review dates, review process, privacy settings, and response headers for the selected cards), search the cards and replace text in them, format the content, delete the selected cards, Bulk Download (Documents), and format content (Q&A Pairs).
• Click Complete Review to complete the review for the selected cards.
  

View Properties pane

The View Properties pane displays on the right-hand side of the page.

The View Properties tab is displayed by default. Click > to scroll through the other tabs, which are:

• Comments: See and add comments to the card
• Linked Answers: See and add linked answers for the card

Click icon to close the pane and to open it in a new window.

All content/My content toggle

Content on each tab can be filtered to display either content awaiting review by the user in the My Content view, or all content in the All Content view.

You can drill down the list to view content specific to a user by clicking All Content, then clicking the count beside the user.

You can use the Search to find users, and the Sorting options to sort the user list to suit your preference.

Click the My Content to filter the view based on the content’s due date.

Reviews appear in the content's activities.

Notifications

The review task if any will be mentioned in the Daily Task Report. For Sequential review, the upcoming review task will be displayed for the reviewer only when their review starts (In Progress). On the due date, the review task will be displayed as Due Today. After the due date, the review task will be displayed as Overdue. 

The following table explains the task notifications for each type of review.

Removing/Reassigning Owners

When a user is removed from the Organization Settings and the task is transferred to a new user, the owners and reviewers will be replaced with the new user wherever applicable, also they will have only those permissions that are set for their user role.